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St. John's University

Location: JamaicaNY 11439 Document ID: AB106-0HCK Posted on: 2017-05-1105/11/2017 Job Type: Full-time

Job Schedule:Full-time
2017-06-10
 

Assistant Director, University Events


Position Description:

The Office of University Events is responsible for planning, executing and providing strategic guidance for events hosted by the president, provost, institutional advancement and mission offices. The University Events team collaborates with these various areas and units to develop events and programming that support the University's goals and priorities while bringing to life the University's mission and traditions. The primary objective of University Events is for every event to reflect positively on the University and to foster key connections with students, alumni, donors, employees, and board members. This position will coordinate and execute a wide variety of events ranging in scale and objective that target alumni, donors, students and other constituent groups. As part of the University Events team, the Assistant Director will also assist in the planning and execution of presidential level events including but not limited to commencements, convocations, dinners, receptions, dedications, meetings, etc.

Responsibilities:
  • Initiate meetings with clients and stakeholders to strategize and define event objectives, including but not limited to budget, program message, and target audience.
  • Research and recommend appropriate sites, venues, vendors. Negotiate contracts and pricing agreements and reserve services.
  • Produce event related materials including but not limited to timelines, programs, facilities set ups, floor plans, production schedules, staffing assignments, seating plans, etc. Prepare comprehensive post event summaries for all events.
  • Create projected budget expenses and work within the allocated budget. Maintain budget expenses for each event.
  • Contribute to the timely production of all printed and electronic event communications and collateral as needed.
  • Manage and coordinate vendors and internal University services to ensure that all contractual agreements and logistical requirements are met.
  • Manage and coordinate day-of event logistics including but not limited to vendors, services and staff.
  • Prepare and organize materials including but not limited to seat cards, place cards, signage, name badges, etc.
  • Develop system to monitor the status of events, projects, and assignments; communicate to the event team, supervisor and/or clients.
  • Maintain quality and consistency in work and events by implementing the standardized event procedures, timelines and policies of the office.
  • Represent the Office of University Events at meetings and events with professionalism and courtesy. Establish professional working relationships with various University offices, vendors, services and constituent groups.
  • Provide feedback and communicate needs and changes to event calendar, vendor databases, inventory and other event office systems in a timely fashion.
  • Other special projects, assignments and duties as assigned including but not limited to merges and mailings, checking event boxes/materials, archiving and distributing event documents.
  • Evenings and weekends required. Moderate physical activity required.
  • Local and US travel required at times for offsite events, event related errands and conference attendance.


Requirements:
  • Bachelor's degree
  • 2 to 4 years of professional experience in the event/hospitality field or in a higher education setting
  • Proficient in Microsoft Office software, especially Access databases, Word, PPT, and Excel
  • Excellent written and verbal communication skills; presentation skills
  • Excellent problem solving and organizational skills, detailed oriented
  • Excellent follow through and persistence, demonstrate accountability by taking ownership for achieving results
  • Demonstrate teamwork, support others in the office and be aware of the impact your work will have on the office
  • Demonstrate professionalism, good judgment and strong interpersonal skills
  • Take initiative and be resourceful; demonstrate accountability in work and actions
  • Ability to resolve issues under pressure with grace, poise and speed
  • Ability to manage multiple tasks and meet tight deadlines; sense of urgency for critical tasks
  • Ability to motivate and work with diverse groups within the University and the event industry
  • Ability to work in an extremely fast-paced environment with changing workflow priorities, flexibility


To apply please click here!