Director of Events

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What You Will Do:

The Director of Events is responsible for the planning, execution, and evaluation of university events and other related external events that align with the University’s goals. This role involves overseeing a variety of events, from major university functions and ceremonies to donor engagements, enrollment events, and academic conferences including professional external events. The Director of Events will work closely with University leadership and a team of student workers to create impactful experiences that support the university's goals, enhance its reputation, and foster community engagement among students, faculty, alumni, donors, and the broader public.

Essential Responsibilities

Event Execution:

• Oversee end-to-end logistics for internal and external events, including alumni gatherings, donor receptions, academic conferences and other professional events.
• Ensure all events reflect the university’s standards of quality, professionalism, and inclusivity.
• Partner with campus services (e.g., facilities, catering, security, media) to ensure smooth operations, troubleshooting issues as they arise. Work with suppliers, equipment rental companies, and venue staff to ensure seamless integration of services. Ensure all events comply with university policies and relevant laws. Assess and mitigate risks, including safety, compliance, and contingency planning for unexpected situations. Implement and manage event management tools and technologies.

University Commencement Logistics:

• In coordination with University Leadership, planning and execution of the annual university commencement ceremony including vendor relationships, day of event logistics, venue management, transportation and logistics, etc. This position plays a pivotal role in ensuring the event's success by reserving proper event space(s), organizing volunteer assignments, coordinating with student and alumni leaders, school partners and other university stakeholders to provide graduates with a memorable and meaningful experience as they mark the culmination of their academic journey.

Event Planning:

• Develop detailed event plans, including layouts, schedules, and contingency plans. Utilize event platform to efficiently communicate with requests, confirmation of event details and invoicing. Coordinate with clients to understand their vision, goals, and expectations.

Leadership and Team Management:

• Lead, mentor, and manage event workers or volunteers, ensuring high performance, creativity, and commitment to excellence.
• Oversee the hiring, training, and professional development of staff and student event assistants.
• Foster a collaborative team culture that prioritizes efficiency, innovation, and exceptional service.

Relationships and Collaboration:

• Serve as the primary liaison to university leaders, departments, and external partners to ensure cohesive and well-supported events.
• Work closely to develop strong relationships with internal stakeholders and university departments, including marketing, advancement, academics, and student affairs, to ensure event alignment and resource sharing and external stakeholders including donors, alumni, vendors, board members and community organizations affiliated with the university.
• Collaborate with the marketing team to promote events through various channels, including social media, email campaigns, and print materials.

Budget and Invoice Management:

• Develop and manage budgets for all events, ensuring effective allocation of resources and adherence to financial goals.
• Identify cost-saving opportunities and negotiate vendor contracts to optimize value and quality.
• Secure event sponsorships and partnerships to enhance event offerings and manage costs where appropriate.
• Generate accurate invoices for clients based on agreed-upon services, including catering, venue rentals, equipment, and additional charges. Ensure timely invoicing, clearly outlining payment terms, deadlines.

Evaluation and Improvement:

• Conduct post-event assessments to gather feedback, analyze outcomes, and identify areas for improvement.
• Track key performance metrics, report on event impact, and adjust future planning based on data insights.
• Stay current on industry trends and integrate best practices in event management and audience engagement.

Planning and Execution of Food and Beverage Services:

• Meet with event organizers or clients to discuss catering needs, preferences, dietary restrictions, and budget considerations. Collaborate with Catering Department on menu requests and planning.

Qualifications

• Bachelor's Degree required, preferably in Hospitality Management, Event Management or other closely related field
• At least 5 years of experience in event planning
• Proven track record of executing large-scale events and managing a portfolio of diverse events simultaneously
• Exceptional interpersonal, organizational and problem solving skills
• Ability to manage budgets, negotiate contracts and oversee complex logistical arrangements
• Proficiency with event management software, CRM platforms and communication tools

Competencies:

• Strategic Thinking: Can analyze organizational strengths and weaknesses and then combine these with knowledge of the industry, market and organization to develop long-term strategy.
• Customer Focus: Personally demonstrates that external (or internal) customers are a high priority. Identifies customer needs and expectations and responds to them in a timely and effective manner. Anticipates and prevents delays or other things that can adversely affect the customer. Keeps customers informed about the status of pending actions and inquires about customer satisfaction with products or services.
• Managing Multiple Priorities: Handles multiple assignments and priorities yet still fulfills all commitments. Readily accepts new responsibilities and adapts well to changes in procedures. Gives appropriate priorities to various work demands.
• Flexibility: Adjusts quickly and effectively to changing conditions and demands. Discusses change as a necessary and inevitable aspect of organizational life as well as an opportunity to learn new things. Has a similar view and approach to potentially stressful situations. Invests personal energy toward accepting and adapting to change that others use toward resisting or resenting it.
• Creativity: Applies creativity and originality in the work setting, when appropriate. Suggests or applies new ways of addressing ongoing work issues and challenges. Sees possibilities that others have not yet seen, or combines ideas and approaches suggested by others in a unique manner that results in breakthroughs and improvements. Understands when to be creative and when to stick with what exists now.

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