Assistant Director of Events

Position Focus :

Reporting to the Director of Yale Conferences & Events (YC&E), the Assistant Director of Events (ADE) develops and directs the event staff unit. This includes but is not limited to event strategies and initiatives, staffing, projects that address the YC&E mission, and events. As a senior member of the leadership team, the ADE is the point person for client development, client relationship management, and for identifying, cultivating, and securing new internal and external clients. This position proactively engages directors, deans, faculty, staff, and local officials, along with internal and external service providers. Under the direction of the Director, the ADE helps to strategize for new growth, opportunities, partnerships, and collaborations.

1. Direct and manage in-person, hybrid and / or virtual high level VIP events, programs, and projects. Oversee staffing, budgets, logistics and service delivery while contributing to the successful implementation and execution of all programs and projects. 2. Responsible for client development, cultivation, and management. Initiate a strategic approach to drive engagement and build relationships. 3. Secure and execute various programs, conferences and events of various sizes and complexities to attain annual revenue target. 4. Assist in executing strategic plan for short- and long-term business, that ties into broader YC&E strategy. Contribute to short term and long-term organizational planning and strategy as a member of executive management team. 5. Work with the Director and other colleagues to develop new business models and to create various service levels which could enhance the unit’s revenue potential. Research industry comparative programs and services offered. 6. Recruit, hire, supervise, lead, and develop both exempt and nonexempt employees. Establish schedules, workflows, and assignments. Train staff on essential customer service expectations, responsibilities, policies, and procedures. Establish quarterly and annual goals, implement employee development plans, and hold staff accountable for agreed upon goals. Empower staff- through clear line of communications, systems, and processes. 7. Direct and lead event staff with best practices on program planning, deployment, implementation, and execution, consistent with institutional priorities. 8. Assist with the operational planning and delivery of all established programs, including academic year events and summer programs. Offer creative solutions and opportunities for day-to-day challenges. 9. Evaluate front of the house administrative solutions and opportunities that could streamline personnel requirements and create cost savings, supporting greater efficiencies. Initiate and establish quality control metrics. 10. Promote public visibility and awareness of Yale Conferences & Events sponsored programs and service offerings. Collaborate with Senior Manager, Marketing & Communications and Director to brand and market Yale Conferences & Events. Cultivate and secure new business opportunities. Manage communications for front of the house services. 11. Together with Associate Director of Operations, cultivate and develop beneficial relationships and collaborations with internal and external service providers ex : (Hospitality, Broadcast Media, Media Services, etc.). Manage and increase the effectiveness and efficiency of services through coordination, responsiveness, and communication. Conduct planning meetings as needed and establish liaison roles within Yale University and all external cohorts that impact the industry, proactively charting out strategic partnerships. 12. Create streamlined processes with internal / external service providers to work more effectively and efficiently and provide high-level service. 13. May perform other duties as assigned.

Essential Duties

1. Manages and leads research on various federal rules and regulations as well as University policies and procedures to resolve problems and determine the best course of action for the functional area. 2. Recommends course of action to higher authority for the handling and disposition of problems related to the functional area. 3. Counsel’s faculty, students and staff on issues related to administrative operations of the University function and areas of concern for the function. 4. Manages statistical and analytical information regarding office activities and areas of operational and administrative concern for the function. 5. Leads in long-range planning for the office activities of a specific functional area. 6. Interprets and administers various University and federal policies and regulations. 7. Disseminates accurate and up-to-date information regarding areas of concern. 8. Formulates and establishes policies regarding area’s function. 9. Manages a staff of exempt and non-exempt employees. 10. May perform other duties as assigned.

Required Education and Experience

Minimum requirement of Bachelor’s Degree in related field and three years of experience or an equivalent combination of education and related experience. Grade assigned based on evaluation of knowledge and skill, scope and complexity, and impact and accountability. Required Education and Experience subject to adjustment based on evaluated grade.

Required Skill / Ability 1 :

Demonstrated ability in sales and program development. Able to conceive ideas for new programs and strategies for identifying and recruiting prospective clients, matching sales pitches with Yale’s ability to deliver promised services.

Required Skill / Ability 2 :

Self-starter. Highly proficient at managing multiple priorities while exceeding client expectations. Proven ability to build and maintain influence and trust with a wide array of clients and constituencies and to work both collaboratively and independently in an organized and productive manner.

Required Skill / Ability 3 :

Energetic, creative, entrepreneurial leader, with strong consensus-building skills. Talented problem solver. Strong training / supervisory skills; gifted in motivating others. Excels in a fast-paced, results-oriented, customer service-focused setting.

Required Skill / Ability 4 :

Strong work ethic and ability to work in a team-oriented environment. Highly proficient at taking initiative, prioritizing, and meeting deadlines. Superior organizational skills with ability to multi-task. Flawless attention to detail. Demonstrated record of executing projects of all sizes / scope.

Required Skill / Ability 5 :

Strong written, editing, and oral communication skills; ability to think analytically and articulate ideas in verbal and written communications. Superior interpersonal skills with ability to work with a range of individuals to adapt and exceed customer expectations.

Drug Screen

Health Screening

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.