Public Relations and Marketing Communication
The Division of Public Relations and Marketing Communications
(PRMC) at Georgia State University is hiring an Assistant Director
of University Events Management. Reporting to the Director of
University Events Management, the Assistant Director provides
strategic leadership, professional event planning, operational
coordination, and execution for major university-wide annual
traditions, executive ceremonies, and high-level vice-presidential
initiatives.
The selected candidate will serve as a lead operational manager for
high-profile university functions, ensuring that all events align
with institutional branding, strategic goals, and executive
protocol. This position directly collaborates with PRMC creative
teams for collateral development, manages event budgets and vendor
logistics, utilizes advanced event technology and scheduling
platforms, and provides on-site leadership for staff and volunteers
during live events.
Responsibilities include:
1. Event Leadership & Portfolio Management (60%)
- Lifecycle Portfolio Execution: Lead end-to-end event
strategy, logistical execution, and post-event assessment for
assigned events and initiatives, including Celebrating Faculty
Excellence , Grilling on the Greenway , New Faculty
Reception , Provost's Holiday Breakfast , Service
Recognition Awards Ceremony , University Holiday Party ,
Veteran's Recognition Ceremony , and special ad hoc
leadership engagements.
Vice-Presidential & Executive Protocol: Direct and
manage special event initiatives from University leadership,
ensuring flawless adherence to institutional traditions,
presidential/executive protocols, and strategic university
messaging.
PR & Marketing Collaboration: Partner directly with
Public Relations and Marketing Communications (PRMC) creative,
editorial, and digital teams to establish timelines and manage the
production of event collateral, including print/digital
invitations, signage, programs, and web assets.
Guest Data & Registration Systems: Build, test, and
manage digital registration platforms and RSVP tools. Oversee
attendee data collection, guest list tracking, executive seating
arrangements, and detailed catering requirements (e.g., dietary
accommodations, VIP needs).
On-Site Operational Leadership: Direct live event
operations, including setup, vendor arrival and management
(catering, AV, rentals), registration desk workflows, VIP hosting,
guest flow, and breakdown to maintain institutional standards of
excellence.
On-Site Staff Supervision: Supervise and direct the
tasks of student workers, temporary event staff, and volunteers
during events, fostering a high level of professionalism and
customer service.
Assessment & Data Collection: Build, deploy, and
evaluate physical and digital feedback instruments (e.g.,
Qualtrics, QuestionPro) to measure attendee satisfaction and
generate data-driven event debrief reports for leadership.
2. Fiscal Management & Operational Logistics (30%)
- Budget Administration & Tracking: Monitor individual
project budgets across the assigned event portfolio, maintain
itemized expenditure logs, and ensure all event execution remains
strictly within allocated fiscal parameters.
- Financial Processing: Process vendor invoices, purchase
orders, contracts, and interdepartmental journal transfers in
compliance with university business and procurement policies.
- Space Scheduling & Venue Liaison: Work with
institutional space reservation platforms (e.g., 25Live, EMS) to
book venues, coordinate facility logistics, route technical/AV
requirements, and ensure client/vendor compliance with venue
guidelines.
- Web & Content Maintenance: Utilize content
management systems (e.g., WordPress) to update and maintain digital
event landing pages, schedules, and online promotional
materials.
3. Departmental Support & Institutional Initiatives
(10%)
- All-Hands Institutional Events: Play an active
operational leadership role in university-wide, all-hands
ceremonies and traditions (e.g., Commencement, Convocation) as
directed by leadership.
- General Operations: Provide high-level administrative,
analytical, and operational support to the department and broader
PRMC division as needed.
- Other Duties: Perform other related duties as assigned
by department leadership.
Qualifications :
Minimum Hiring Requirements:
- Bachelor's degree and three years of experience in event
planning or project management.
Preferred Hiring Qualifications:
- Professional Certification: Certified Meeting Professional
(CMP) or Project Management Professional (PMP) credential
preferred.
- Higher Education Experience: Prior experience planning events
or managing logistics within a college or university setting, with
a foundational understanding of academic traditions and executive
protocols.
- Technology Proficiency: Demonstrated experience working with
digital event registration/RSVP tools and high proficiency in the
Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Communication & Collaboration: Exceptional interpersonal
and customer service skills, with a proven track record of
collaborating effectively across diverse departments (such as
creative, marketing, and facilities teams).
- Operational Adaptability: Ability to remain calm under
pressure, manage shifting priorities, and problem-solve real-time
logistical issues during live events.
- Fiscal Familiarity: Experience monitoring project budgets,
tracking itemized expenditures, and processing vendor invoices or
interdepartmental fund transfers.
- Design & Collateral Workflow: Experience collaborating
directly with creative teams to shepherd production timelines for
digital and print assets. Experience or familiarity working with
design tools such as Canva and Adobe Creative Cloud.
- On-Site Leadership: Experience directing the on-site tasks of
student workers, temporary event staff, or volunteers in a
professional environment.
- Reservation Systems: Experience working with institutional
reservation and space scheduling platforms, such as 25Live, EMS, or
comparable systems.
- Project Management Software: Familiarity with utilizing
collaborative project management software (e.g., Microsoft Teams,
Basecamp, Asana) to track event production timelines and
milestones.
- Data & Feedback Software: Experience building and deploying
data collection software or assessment tools, such as Qualtrics or
QuestionPro, to gather attendee feedback.
- Web Content Tools: Functional experience working with web
builders and content management systems, such as WordPress, to
update or maintain digital event presence.
- Physical & Schedule Demands: Ability to work a flexible
schedule including occasional evenings and weekends for event
execution; ability to lift, move, and set up event materials.
