ROLE: 

The Assistant Director, Events and Community Liaison is responsible for executing the logistical requirements for prominent college events to support the institution’s mission, vision, and values. The Assistant Director works with members of the campus community to plan and support quality events and functions that meet high standards of excellence. This role serves as the primary point of contact for programming and facility rentals for external constituents, setting facility use policies for events (e.g., building codes, licensing, insurance, and emergency procedures). This role directs internal and external events management services and works closely with vendors and stakeholders throughout the planning process, and during the execution of the various college-sponsored events. The Assistant Director is charged with primary logistical oversight of the college’s events while providing a level of professional service and support to the other offices and the public. The role is embedded in the President’s office. Engaging with the campus and greater Annapolis communities are strategic objectives of the President. The Assistant Director reports to the Special Assistant to the President who is also tasked with community engagement. As a key team member, the position will be cross trained in other aspects of the executive office operations.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES:

• Serves as the logistical lead for planning, coordination, and execution of more than 25 events per year that vary in scale and complexity. 
  • Partners with internal department leads on specific events (e.g., Homecoming Weekend) while also maintaining close working relationships with facilities, campus schedulers (e.g., Facilities, Registrar), A/V, IT, Public Safety, academic and student life offices, along with a variety of external partners (e.g., catering companies, equipment rental) 
    • Collaboration with Advancement and other business units to develop event sponsorship opportunities (e.g., The Annapolis Cup, speaker series) 
    • Effective space utilization and service delivery 
  • Manages all aspects of the scheduling and operation of renting space and providing services to outside groups. Cultivates an exceptional customer service culture across the college for all events; builds strategic partnerships with key constituency groups
    • Working with the Special Assistant to the President and in alignment with the college mission, maximize rental income while minimizing unrecoverable expenses (e.g., buildings/grounds, facilities, staffing) 
    • Coordination support for logistical operations for externally sponsored conferences, meetings, and events 
    • Develops detailed planning guides, timelines, and tracks progress of events, conferring with stakeholders regarding event goals and objectives 
    • Supervise student employees (Event specific) 
    • Serves as the lead on events hosted by the President’s office
• Direct operational policies and develop processes for event and conference management (e.g., waivers, insurance, city permits). Strategically partners with college leaders to ensure that internal and external events support the program of study and are aligned with the college’s priorities.
• Integral member of the President’s Office team - working in conjunction with Special Assistant to the President:
  • Budget development and management 
  • Board of Visitors and Governors meeting planning 
  • Special event planning (e.g., private dinners, receptions) 
  • Calendar management 
  • Travel planning and expense reimbursement processing 
  • Opportunity to represent President and college at community events and meetings
• Other duties as assigned.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Applicant should be physically capable of walking or standing a post outdoors for extended periods of time, as well as ascending and descending stairs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• BA or BS degree with three years event nonprofit event management experience or equivalent experience 
• Experience managing various projects simultaneously 
• Experience supporting a senior executive position 
• Demonstrated ability to plan, execute, and support strategic events 
• Evidence of innovative leadership in planning and implementation, people management and development, and relationship building with a wide variety of constituencies 
• Maintain a customer-service oriented environment 
• Leadership experience 
• Excellent written, oral, and interpersonal communications skills 
• Courtesy, tact, and diplomacy are essential elements of this job 
• Proficiency in Microsoft Office 
• Knowledge of scheduling programs and database management programs 
• On campus position with evenings and weekend hours