Under general direction from Director of Special Events, the Assistant Director of Special Events plans, manages and implements special events and activities to support institutional programs and development initiatives. The Assistant Director of Special Events should be able to provide outstanding customer service, be an enthusiastic professional and a team player, and be able to build relationships with internal and external stakeholders. Must be able to anticipate project needs and resources, discern work priorities, and meet deadlines with little supervision. Able to work occasional evenings and weekends.

Event Planning and Production

• Assist in the development of event goals, design, plans, timelines and budgets

• Manage and coordinate all aspects of event planning including but not limited to: building registration and informational sites, negotiating contracts, catering, audio/visual, décor, travel, entertainment, scheduling, promotions and/or social media.

• Outline revenue and expenses; monitor progress against goals.

• Liaise with internal departments to coordinate services and ensure successful event outcomes.
• Liaise with marketing department on all collateral, social media and promotional needs.
• Organize meetings, develop agendas, and track follow-up tasks.
• Manage event load in/out and staging areas for event supplies, equipment, or other.
• Anticipate staffing and other resource needs.
• Propose new ideas to improve the event planning, implementation and/or tracking process.
• Ensure post-event items including evaluation, budget reconciliation, and documentation are completed.

Event Administration:

• Prepare budgets and provide periodic progress reports to staff directors for each event project.
• Track income and expenses.
• Track of financials to include check requests, invoicing, and reporting.
• Track RSVPs and guest registration.
• Prepare and modify event contracts as requested.
• Confirm calendars and set appointments.
• Provide administrative support for other events as needed.
• Performs other duties as assigned.

Bachelor’s degree preferred, prior experience with progressive responsibility in managing and implementing successful special events. Extra consideration will be given to candidates with event/meeting planning certifications, and experience in higher education and/or nonprofits.

• Proficient using the latest versions of Microsoft Excel, Word, PowerPoint, Outlook, Access.
• Operational knowledge of Cvent, NameCoach, Social Tables, Marching Order, Qualtrics, or other event technology preferred.
• Knowledge of city/state regulations pertaining to health, fire, safety and facilities.