Senior Associate Director, Special Events and Projects

Title: Senior Associate Director Special Events and Projects

Department: Catering

Duration:Indefinite

Employment Status: Exempt Full Time

Job Summary

Reporting to the Director of Catering and Conference Services the Senior Associate Director of Special Events and Projects leads the planning and execution of high-profile campus events including Commencement Convocation and other ceremonial and VIP gatherings. The Senior Associate Director will oversee special projects that enhance event quality and operational efficiency manage event-related inventory and invoicing and support the colleges strategic priorities through thoughtful event production and engagement. The Senior Associate Director will coordinate and oversee all filming requests on campus serving as the primary point of contact for internal and external clients. This includes managing the full lifecycle of filming inquiries ensuring compliance with college policies and facilitating communication with campus stakeholders.

Job Duties

• 45% - Lead planning and execution of high-profile campus events including Commencement Convocation and presidential or trustee-hosted functions. Manage end-to-end logistics such as timelines staffing vendor coordination budget oversight communications and on-site execution to ensure exceptional event delivery. - (Essential)
• 15% - Oversee operational systems for events including inventory management internal billing and post-event reconciliation. Develop and maintain processes for expense tracking cost allocation and continuous improvement in event operations. - (Essential)
• 15% - Provide on-site leadership and real-time troubleshooting during major events. Ensure high service standards and seamless coordination among vendors volunteers and campus departments. - (Essential)
• 15% - Support campus-wide event initiatives outside of presidential or trustee scope including student engagement events speaker series community gatherings and academic ceremonies. Serve as a cross-functional team resource contributing to logistics planning communications and post-event analysis. - (Essential)
• 10% - Coordinate and oversee all filming requests on campus. Serve as the primary liaison for internal and external filming clients manage approvals ensure policy compliance and facilitate stakeholder communications across departments. - (Essential)

Minimum Qualifications

• Bachelors degree required or equivalent combination of education and experience in event management hospitality or related field.
• Six years of progressively responsible experience in planning and executing complex events including experience coordinating with senior leadership managing budgets and supervising staff or vendors.
• Experience working in higher education or a similarly complex environment.
• Proficiency in Microsoft Office applications (Word Excel PowerPoint) Google drives/folders/forms Adobe Acrobat Web Editing and social media applications or any combination of productivity programs applicable to position responsibilities.
• Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy.
• Strong commitment to a quality work product.
• Demonstrated ability to effectively communicate verbally in writing and electronically.
• Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies.
• Demonstrated commitment to justice equity inclusion & diversity.
• Demonstrated skill in adapting to and performing work effectively in high-volume high accountability confidential environment with multiple and changing priorities.
• Effective organizational logistical time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously prioritize and fulfill the functions of an office in a timely manner.
• Ability to self-motivate and work independently.
• Ability to provide effective leadership and training and to work effectively and professionally across functions disciplines levels and with diverse groups.

Preferred Qualifications

• Experience managing presidential or high-level executive events and familiarity with conference services protocol standards and campus-based scheduling systems such as 25Live.

EXPECTED HIRING RANGE: $73000/yr-$94000/yr

If you are offered this position at Occidental College your final base salary compensation will be determined based on factors such as skills education experience and/or geographic location. In addition to those factors Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth. We also offer a generous compensation and benefits package.