Manager, Special Events and Marketing

The Manager for Special Events and Marketing (Manager) reports to the Director of Special Events and Marketing (Director) and supports the Director in the execution of the Leni and Peter May Department of Medical Educations strategic vision for events and marketing initiatives.

Working in close relationship with the Director the Manager will be responsible for the development operational planning implementation and evaluation of departmental and institution-wide events that engage faculty students and community constituencies. The Manager will be the liaison to the Health System Special Events Department working on all institution-wide events as needed. The Manager will collaborate with Deans staff and leaders in the Department of Medical Education Deans Office and Graduate School to conceptualize special events and will oversee all aspects of implementation to ensure quality and alignment with Medical School goals and policies.

Strategic Implementation
Partner with the Director to implement the strategic vision and annual plan for special events and marketing initiatives.
Assist the Director in planning and executing high-profile institutional events signature programs and strategic initiatives.
Translate strategic goals into detailed operational plans timelines and deliverables.
Provide project updates budget tracking and post-event analysis to the Director to inform future planning.

Event Planning & Execution
Coordinate all special event logistics including venue selection contract negotiation catering décor audiovisual services and technical support.
Manage event budgets in collaboration with the Director ensuring fiscal responsibility and adherence to institutional guidelines.
Develop detailed production timelines and manage event run-of-show documentation.
Ensure events reflect institutional branding quality standards and stakeholder expectations.
Serve as on-site lead for event execution troubleshooting issues and ensuring seamless delivery.
Provide support for all program department and school-wide events as necessary

Marketing & Communications
Support the Director to implement marketing and communication strategies supporting departmental events and initiatives.
Create and manage event marketing communication plans (print web social media email and mail).
Design and produce invitations promotional materials collateral recognition gifts and post-event communications.
Ensure consistency with institutional brand standards and messaging guidelines.

Leadership & Collaboration
Assist the Director with managing and supervising staff responsible for event coordination activities.
Along with the Director act as an ambassador of the Department of Medical Education at departmental and institution-wide events.
Build and maintain strong relationships with vendors including caterers florists designers and event production teams.
Collaborate with faculty department leadership and external partners to support event objectives.

Operations & Continuous Improvement
Develop and maintain policies and procedures to ensure professional and consistent execution of events and marketing initiatives.
Maintain and update the departmental event planning and marketing reference guide to ensure best practice adherence and continuity.
Monitor project milestones and evaluate event outcomes to support continuous improvement.
Provide support for special projects and additional initiatives as assigned by the Director Senior Associate Deans and/or the Dean.

• Bachelors Degree in required
• 5 years of demonstrated success in planning producing and managing events preferably in higher education and/or academic medicine
• A mix of marketing and communications experience in education or the private sector
• Ability to manage constituent relations internally and externally
• Demonstrates ability to problem solve multi-task and understand the big picture
• Ability to collaborate with diverse stakeholders faculty staff benefactors and community partners
• Ability to make discerning and appropriate aesthetic and style judgments
• Ability to problem-solve and negotiate complex decisions in response to emergent situations
• Excellent organizational and project management skills- preferably experience in advanced project management
• Excellent time management skills
• Ability to multi-task and complete work in required timelines
• Ability to create high quality professional written documentation and correspondence
• Attention to detail
• Strong interpersonal and customer service skills
• Commitment to teamwork and collaboration

• Ability to maintain confidentiality

Non-Bargaining Unit 830 - Medical Education - ISM Icahn School of Medicine