Events Manager

Summary

In support of the university’s mission and objectives, the Events Manager is responsible for planning, coordinating, and executing a variety of institutional events. This includes overseeing logistics, budgeting, vendor management, and stakeholder communication for university events such as fundraising initiatives, alumni reunions, donor engagements, guest speaker sessions, and campus celebrations (e.g. Commencement). The role also provides event support to other university departments, ensuring smooth operations for conferences, meetings, and special functions.

Event Planning and Coordination

• Manages the creation of event plans by developing event goals and organizing details such as invitee lists, budget, venue, catering, decor and entertainment details, printed materials, personnel assignments, timeline for deadlines on all event needs, on-site management, general operations and event follow-up.
• Coordinates event setups, catering, parking and other key details with appropriate staff for event setups on- and off-campus.
• Supervises assignments of responsibilities amongst staff, volunteers and student workers.
• Oversees coordination with the marketing team for design and execution of creative elements.
• Ensures excellent communication amongst internal teams so that all aspects of the event are well understood and operate efficiently.
• Supports other departments (e.g. Office of the President, LeMieux Center for Public Policy, Titus Center for Franchising, etc.) serving as a resource and expert on specific event elements such as venue management, catering, décor, parking, creative elements management, coordination of live production needs, and volunteer or staff assignments.
  
  

Stakeholder and Team Collaboration

• Initiates and leads meetings with stakeholders to plan scope and format of events, establish and monitor budgets, and/or review administrative procedures and event progress.
• Collaborates closely with marketing and development teams to ensure communication timelines are met and key information on donors or prospective donors is catalogued in the appropriate database.
• Provide recommendations as requested on event coordination and key elements for university events hosted by any department.
• Trains department point-of-contacts on event software to manage RSVP lists and guest information.
  
  

Quality and Service Standards

• Upholds a high standard of excellence for event execution and outstanding service to event guests, as well as ensuring a collaborative atmosphere amongst vendors and support staff.
• Manages RSVP lists and ensure smooth communications with attendees as well as organization of all attendee details.
• Researches and maintains best practices on event software, event execution and potential venues and vendors for major University events.
• Other duties as assigned.
  
  

Qualifications

Education and Experience

• Bachelor’s degree in communications, event management, hospitality management, business management, or other related field, required.
• 3-5 years’ experience in successful execution of event planning and logistics, required. Prior experience in corporate or non-profit event management, preferred.
  
  

Essential Competencies

• Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.
• Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.
• Christ-first Faith – Provides spiritual support to community members, including students, on their Christian faith journey.
• Adaptable/Flexibility – Ability to change or adjust to change.
• Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.
• Confidentiality – Maintains the necessary confidentiality and discretion required for the position.
• Conflict Management – Functions professionally and wisely during difficult conversations, while under stress, and while managing challenging situations.
• Creativity – Ability to think creatively and design creative solutions to problems.
• Develops Others – Ability to promote continuous improvement within teams and/or individuals.
• Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences.
• Establishes Trust – Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable.
• Leadership/Influence – Ability to motivate, coach and develop others, as well as influence a group of people to achieve common goals, and implement university strategies. Strong supervisory skills.
• Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
• Results Orientation & Accountability – Takes accountability and identifies, executes and drives actions to consistently achieve desired results.
• Self-development – Grow one’s self-awareness, abilities, skills, and/or talent.
• Teamwork & Collaboration – Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross-functionally.
  
  

Additional Requirements

• Ability to work non-routine hours during certain times of the year.
• Ability to sit for prolonged periods of time.
• Ability to traverse campus and stairs.
• Ability to lift/move objects up to 50 pounds.