<p>The Assistant Director supports and directs the planning, management, and implementation of alumni, donor, and university-wide events and programs. This role acts as the primary liaison to external vendors and/or on-campus support services, including catering, physical plant, Learning Environments and Media Production to support the needs of programs. She/ He interacts with external vendors, coordinates contracts, secures venues and technical/support services. The Assistant Director utilizes on-line system platforms, software and tools to provide guest registration, contract tracking and project planning for events. They provide logistical and on-site support for additional programs and events each year including Orange Central Homecoming weekend, off-campus academic partnership programs, Senior Alumni Reunion, Alumni Awards, Commencement, convocations, volunteer leader events and meetings, and regional events.</p> <p>The position requires work during non-business hours which may include, but is not limited to: nights, weekends, holidays and/or academic break periods.</p> <p>The Division of Advancement & External Affairs expresses a shared mission that is collaborative, trusted, respectful, future-focused and is aligned with the overall University. All current and new employees embrace and demonstrate dedication to promoting shared values in an inclusive work culture to propel the future of advancement operations in their everyday work.</p> <p>Education and Experience</p> <ul> <li>Bachelor's degree in business administration, hospitality, marketing or a related field required. </li><li>2-3 years of event management experience, facility and/or services administration and/or coordination experience. </li><li>Valid driver's license is required. Access to reliable mode of transportation is required. </li><li>Demonstrated ability to understand and execute team logistics. </li><li>Excellent communication and organizational skills. </li><li>Capable of supporting event setup/breakdown and standing for extended periods. </li></ul> <p>Skills and Knowledge</p> <ul> <li>Proven ability to manage multiple events and projects and lead events from conception to execution, meeting all deadlines with precision and ensuring seamless coordination with stakeholders. </li><li>Strong written, verbal, and interpersonal communication skills; adept at drafting and proofreading professional documents with accuracy, clarity and consistency. </li><li>Resourceful and proactive in resolving challenges, maintaining composure under pressure, and delivering creative, cost-effective solutions during high-stakes events. </li><li>Proficient in Microsoft Office (Outlook, Word, Excel) and has the ability to learn and utilize new systems including Encompass, Citrus/Blackbaud, Data Insights, CaterTrax, Prismm, Cobblestone and Qualtrics. </li><li>Delivers high-level customer service with professionalism and discretion while maintaining confidentiality, a polished demeanor and courteous communication-style with all constituents. </li><li>Collaborative team member with the flexibility to work evenings and weekends as needed. </li></ul> <p>Responsibilities</p> <ul> <li>Provide comprehensive support in the planning, coordination and execution of on and off campus events that engage alumni, donors, and campus community members. Responsibilities include logistical planning, guest management, and coordination of the needs of faculty, senior administrators, Trustees, donors, and other VIPs. </li><li>Honor special requests and ensure needs are met with professionalism and discretion. </li><li>Oversee the recruitment, assignment, and management of event volunteers to ensure complex events have adequate event coverage. </li><li>Provide direct event management oversight, expertise, and assistance to units of AEA and other campus offices for focused audience events which can be managed independently. </li><li>Oversee related production timelines, meetings, scripts, run-of -show documents, diagrams and coordination of artist/performer/speaker interaction. </li><li>Serve as on-site coordinator. </li><li>Identify, coordinate and interact with internal campus services and/or external vendors to provide event support/services/logistics. </li><li>Coordinate vendor contracts and payment, secure technical/ AV services, submit work orders, requisitions and submit paperwork to secure venues. </li><li>Submit and track contracts utilizing on-line system platform(s). </li><li>Oversee, manage and develop systems for the inventory control, organization, tracking and dissemination of event equipment and assets managed/owned by the unit to support major events. </li><li>Build event registrations utilizing CITRUS/Blackbaud database and Encompass. </li><li>Monitor registrations, track attendance, create surveys, and submit/update volunteer and speaker interactions. </li><li>Monitor the Data Insights event dashboard to track event metrics. </li><li>Use Encompass to generate attendee lists and collect all post-event metrics for assessment of events. </li><li>Hire, train, manage, student workers who provide event support including registration lists, nametags, and event kits. </li><li>Oversee and respond to all event inquiries via phone, website and email. </li></ul> <p>Physical Requirements</p> <p>Not Applicable</p> <p>Tools/Equipment</p> <p>Not Applicable</p> <p>Application Instructions</p> <p>In addition to completing an online application, please attach a resume and cover letter.</p>