Assistant Director of Special Events

Under general direction from Senior Assistant Director of Academic Events and Ceremomies the Assistant Director of Special Events plans manages and implements special events and activities to support institutional programs and initiatives. The Assistant Director of Special Events should be able to provide outstanding customer service be an enthusiastic professional and a team player and be able to build relationships with internal and external stakeholders. Must be able to anticipate project needs and resources discern work priorities and meet deadlines with little supervision. Able to work occasional evenings and weekends.

CORE COMPETENCIES

• Ability to effectively multi-task and manage time deadlines and resources to ensure projects and events are completed successfully.
• Ability to develop and maintain effective relationships with internal and external constituents including campus partners vendors customers and co-workers; while working cooperatively with others to achieve common goals.
• Ability to work with senior administration donors academic leadership and campus partners with the utmost professionalism and discretion.
• Ability to adapt to changing work environments work priorities and organizational needs with enthusiasm and energy. Takes independent action to address and resolve problems.
• Ability to expresses ideas effectively and demonstrate sound judgment with regard to decision-making.
• Ability to deal with others in a direct honest manner and comply with all ODU policies and procedures.

POSITION-SPECIFIC COMPETENCIES

• Demonstrated ability to lead and manage multiple events projects and assignments with ease organizational skill follow through and great attention to detail.
• Working knowledge of event technology platforms and demonstrated use of registration room booking or room diagramming systems; ability to run reports and manage data.
• Understanding of best practices in event planning logistical operations safety and social distancing catering and business management.
• Demonstrated ability to independently manage multiple projects tasks and deadlines with minimal supervision.
• Demonstrated success in working as a member and manager of a team and developing effective working relationships with staff service providers and volunteers.
• Strong written and verbal communications. Ability to draft correspondence edit and proof collateral and materials provide instructions/directions in large group settings occasional public speaking.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Event Planning and Production

• Assist in the development of event goals design communications plans timelines and budgets
• Manage and coordinate all aspects of event planning including but not limited to: building registration and informational sites developing timelines/checklists reporting negotiating contracts hiring external vendors such as catering audio/visual décor entertainment etc.
• Outline revenue and expenses; monitor budget and track expenses against goals.
• Liaise with internal departments to coordinate support services and ensure successful event outcomes.
• Liaise with marketing department on all collateral social media and promotional needs.
• Organize meetings develop agendas and track follow-up tasks.
• Manage event load in/out and staging areas for event supplies equipment or other.
• Anticipate staffing and other resource needs.
• Propose new ideas to improve the event planning implementation and/or tracking process.

Event Administration

• Prepare budgets and provide periodic progress reports for events.
• Track and run reports on RSVPs and guest registration.
• Ensure post-event items including evaluation budget reconciliation and documentation are completed.
• Track income and expenses.
• Track internal processing and financials to include check requests invoicing and payments.
• Review and modify event contracts as needed.
• Confirm calendars and set appointments.
• Provide administrative support for other events as needed.
• Performs other duties as assigned.

EDUCATION/EXPERIENCE:

Bachelors degree plus three (3) years progressively responsible experience in managing and implementing successful special events. Extra consideration will be given to candidates with event/meeting planning certifications and experience in higher education and/or nonprofits.

CORE COMPETENCIES

• Ability to effectively multi-task and manage time deadlines and resources to ensure projects and events are completed successfully.
• Ability to develop and maintain effective relationships with internal and external constituents including campus partners vendors customers and co-workers; while working cooperatively with others to achieve common goals.
• Ability to work with senior administration donors academic leadership and campus partners with the utmost professionalism and discretion.
• Ability to adapt to changing work environments work priorities and organizational needs with enthusiasm and energy. Takes independent action to address and resolve problems.
• Ability to expresses ideas effectively and demonstrate sound judgment with regard to decision-making.
• Ability to deal with others in a direct honest manner and comply with all ODU policies and procedures.