Event Manager

Job Description:

The Event Manager serves as the point of contact for all aspects of event planning for Aims Community College events. This position will coordinate and manage, from inception through execution, a high volume of both large and small events at the college. Duties include but are not limited to: scheduling, planning, and execution of events, including meeting with clients to define expectations and requirements, developing and reviewing event plans, and conducting pre-event meetings and walkthroughs. The position coordinates event support services, which include, but are not limited to, planning security logistics, working with internal and external vendors to secure event rentals and other needed materials, and coordinating with Support Logistics staff as needed. This position reports to the Director of Events and is responsible for receiving materials and information related to event software and college policies & procedures. This position will manage high-profile events of significant importance to the college's mission and vision.

Event Planning & Production:

• Coordinate and organize events on the Aims campus, including department or program-sponsored events, educational partnerships, community outreach, and private/corporate functions as approved and assigned.
• Provide exceptional customer service to prospective clients on the event planning process as needed by conducting tours, providing booking instructions and information, and reviewing detailed contract stipulations and information
• Provide consultation for prospective and confirmed clients about event layout and flow in event spaces.
• Create and manage the timeline, program, and task list for all assigned events
• Lead all event planning and production meetings and discussions for assigned events.
• Organize and lead collaboration with the Marketing and Communications team on event concept, graphic design/production/printing, and event marketing.
• Order and arrange all needed supplies for events.
• Coordinate audiovisual operation with Support Logistics staff.
• Secure and manage event-related volunteers and student employees as needed, including day-of event coordination.
• Secure guest speakers and entertainment as needed; review speeches, coordinate rehearsals, and work with the communications team on approval of materials.
• Schedule and maintain communication with all parties involved with the preparation, set up, tear down, and management of the event.
• Manage on-site production and vendor needs, assist with day-of-event logistical moves, and attend events as needed.
• Significant involvement in the planning and execution of all commencement activities and other college signature events.

Event Management & Administration:

• Assist with preparing or following budgets and provide periodic progress reports to staff directors for each event project.
• Keep track of event finances, including check requests, invoicing, and reporting, in coordination with the Events Staff Associate.
• Prepare and modify event contracts as requested in coordination with the Events Staff Associate.
• Serve as backup to event-related software and management.
• Create and revise room layouts/seating arrangements for each event as necessary in coordination with Support Logistics staff.
• Organize and manage the invitation, registration, and attendee check-in processes for assigned events.
• Conduct pre-event, post-event, and walkthrough meetings.
• Conduct event debriefs with key event stakeholders following each event.

Other Duties as Assigned

Minimum Qualifications:

• Bachelor's degree in Management, Hospitality, or another related field; plus, one year of related experience or an equivalent of education and/or work experience.
• Experience using event-related database, software, and web systems.
• Strong communication skills.
• Strong organizational skills and attention to detail.
• Financial management and budgeting skills.
• Flexibility and the ability to work nights and weekends.
• Ability to establish and maintain positive working relationships with faculty, staff, students, and the general public.
• This position requires the use of a company vehicle for business travel. The selected candidate must successfully pass an MVR and be insurable under Aims insurance.
• Demonstrated problem-solving and decision-making skills in an event coordination capacity where high-level customer satisfaction is required, and appropriately represent the campus.
• Superior time management, multi-tasking, and cross-team support skills.
• Ability to accomplish assigned projects independently.

REQUIRED DOCUMENTS:

• Cover Letter
• Resume

Preferred Qualifications:

• Three (3) years of management or event planning experience.
• Experience working in a higher education setting.
• MP (Certified Meeting Planner) or other relevant event planning certifications.

All Applicants: Compare your previous work experience to the job duties listed on the job positing under job description. Enter the job duties you have performed under the "Work Experience" section on your job application...

For information on our hiring practices, please visit our resource page: https://www.aims.edu/departments/human-resources/hiring-process.

Aims Community College is an equal opportunity employer...