Position
EVENT MANAGER
Division : Human Resources
Department : Human Resources
Reports to : Chief of Staff
Position Summary
The Event Manager will be responsible for overseeing the complete lifecycle of events on the Livingstone College campus, from planning and coordination to successful execution. This role involves collaborating closely with internal departments and external clients to deliver high-quality events that align with institutional goals. The ideal candidate will demonstrate exceptional organizational skills, the ability to manage multiple moving parts under pressure, and a commitment to fostering meaningful connections with stakeholders. From private party sales to the execution of our member events, this person will have a critical role in our business. The role also encompasses responsibilities in sales, marketing, and client management to enhance Livingstone College's community presence and reputation.
Essential Duties & Responsibilities
The results you will deliver each day that matter most!
Key Objectives :
- Create memorable and impactful events that enhance the college's reputation.
- Build strong relationships with sponsors, collaborators, and the community.
- Drive new business opportunities and foster internal and external engagement.
- Ensure seamless integration of events with the college's broader communication strategy.
- Promote Livingstone College's brand and values through dynamic event execution with passion and integrity.
- Create a warm and memorable guest experience, building brand loyalty.
- Acquire and maintain a thorough knowledge of Livingstone College history, and services.
Key Responsibilities :
Event Planning and Coordination :Collaborate with clients to understand their event objectives, budgets, and preferences.
Develop comprehensive event plans, including timelines, budgets, and resource allocation.Schedule and book Livingstone College venues, vendors, security, and additional required personnel.Create a warm and memorable guest experience, building brand loyalty.Coordinate and manage all aspects of the event through detailed plans to include but not limited to :Coordinating and working with vendors and sponsors to ensure all contracted services are delivered as agreed upon.
Communicating with all internal staff members on their role pre, during and post event.Utilize expert communication tools to layout details such as timelines, critical points of decision, logistics, and deadlines for execution.Identify and discuss / implement alternative plans for failures in execution and / or last-minute changes.Oversee the setup and execution of the event from start to finish.Provide personal service support for the Owners during the event with time management and troubleshooting.Perform other duties as required including assisting other departments as needed.Sales and Marketing :Market and sell private event services to prospective clients, including corporate, personal, and academic functions.
Maintain thorough knowledge of the college's history, services, and mission to build brand loyalty.Develop promotional materials and coordinate marketing efforts with the communications team.Client and Stakeholder Management :Act as the primary point of contact for clients, maintaining constant communication to ensure expectations are met.
Guide clients through the inquiry, contracting, and event execution process.Provide personal service support during events to troubleshoot and manage time effectively.Represent the Livingstone College brand, products, and services with passion and integrity.Responsible for the marketing (prospecting and lead generation) and sales cycle of private parties from initial inquiries, contracting, setting customer expectations, and communicating effectively with culinary and hospitality, staff, customers, and service staff.Representing Livingstone College in a lead generation capacity with local chamber of commerce events, local media, and other community events to help drive exposure.Compliance and Security :Ensure all necessary permits and licenses for events, including those required for serving alcohol, are secured.
Coordinate with campus and external security teams to guarantee adequate safety measures.Ensure all events comply with insurance, health, and safety standards.Event Technology and Internal Integration :Utilize event management software (e.g., Brightly) for scheduling, logistics, and tracking.
Ensure internal events are accurately documented and accessible in the OPUN app.Strong organizational, problem-solving, and analytical skills.Self-motivated with the ability to both vision big and handle details.Proficient in computer programs such as Outlook and Microsoft Suite, contracting tools such as Docusign, and payment systems for billing.Financial Oversight :Maintain detailed records of expenditures and ensure adherence to budgets.
Identify cost-saving measures without compromising event quality.Manage event profit and loss (P&L) statements and provide regular financial reports to leadership.Collaborating with the management team in taking the vision for an event and making it a reality by understanding the budget, preferences, key facets, and overall expectations of and for the event.Revenue Generation and Sponsorships
Create and manage event sponsorship packages to secure financial and in-kind support.Develop and implement strategies to exceed revenue goals for events.Build and maintain strong relationships with donors, sponsors, and community partners.Team Management and Collaboration
Lead, motivate, and develop the college's events team to deliver high-quality, customer-focused service.Work closely with campus security, police, and facilities management to ensure all safety and logistical requirements are met.Partner with the communications and marketing teams to promote events and ensure cohesive branding.Event Execution and Problem-Solving
Manage on-site event production, ensuring all aspects run smoothly and are within budget.Handle any issues or emergencies that arise during events with professionalism and efficiency.Ensure compliance with insurance, health, safety, and legal standards.Post-Event Evaluation
Analyze feedback and prepare post-event evaluation reports to measure success against objectives.Identify areas for improvement and implement strategies for enhancing future events.Administrative Responsibilities
Manage the Brightly Events Manager or similar event management systems to streamline event planning and tracking.Monitor event finances, including preparing budgets, processing invoices, and maintaining financial reports.Research and recommend venues, vendors, guest speakers, and event technologies.Maintain accurate records of event activities, contracts, and evaluations.Key Attributes for Success :
Exceptional organizational skills and attention to detail.Strong ability to manage relationships with diverse groups, including alumni, community members, and campus stakeholders.A flair for creativity and innovation in event design and execution.Proven ability to manage projects within time and budget constraints.Commitment to fostering an inclusive and welcoming event environment.Education / Experience
What you will need to be successful!
Qualifications :
Master's degree in Event Management, Business Administration, or a related field; or a Bachelor's degree with 10 years of proven event management experience.Demonstrated track record of generating revenue through events and managing complex event logistics.Strong leadership and team collaboration skills.Excellent verbal and written communication skills.Knowledge of event marketing, budgeting, and reporting.Proficiency in event management software and tools.Ability to work under pressure, meet deadlines, and manage multiple priorities.Familiarity with health, safety, and legal compliance standards.Professional appearance and demeanor, personable, welcoming, with excellent hospitality and customer service focus. Excellent oral communication skills.Versatility, flexibility, and a willingness to work within constantly changing priorities.Proven expertise in managing events with 250 attendees and budgets of $5,000 or more.Proficiency in event management software (e.g., Brightly, Whova, Monday).Strong organizational, leadership, and communication skills.Ability to thrive under pressure and adapt to last-minute changes.Excellent Presentation Skills.Preferred Skills :
Creativity and vision in designing engaging events.Familiarity with Livingstone College's community and operational protocols.Experience working within academic or nonprofit organizations.Knowledge of licensing, vendor management, and compliance requirements.Life at Livingstone College
Why we believe you will love working at Livingstone College!!
Livingstone College is a private historically black college that is secured by a strong commitment to quality instruction, academic excellence, and student success. Through a Christian-based environment suitable for holistic learning, Livingstone provides excellent business, liberal arts, STEAM, teacher education, and workforce development programs for students from all ethnic backgrounds designed to promote lifelong learning and to develop student potential for leadership and service to a global community.
