Assistant to President for Events & Hospitality

Department: Office of the President

Job Status: Full-time

FLSA Status: Exempt

Reports To: President

Amount of Travel Required: up to 10%

Work Schedule: Schedule varies based on event and institutional needs; evenings and weekends may be required.

Positions Supervised:

POSITION SUMMARY

The Assistant to the President for Events & Hospitality plans and executes presidential events and special initiatives that advance the mission and image of Benedictine College. This position is responsible for providing exceptional hospitality to donors trustees alumni dignitaries and other distinguished guests while ensuring that all presidential events reflect the Colleges standards of excellence. The assistant works closely with the President and campus partners to oversee event logistics executive hospitality donor stewardship activities and special projects that strengthen relationships with key constituents and enhance the Colleges reputation.

ESSENTIAL FUNCTIONS

• Plan coordinate and execute presidential events of varying size and complexity ensuring exceptional guest experiences and flawless execution from concept through post-event evaluation.
• Manage all event logistics including venue selection room layouts catering audiovisual needs décor transportation guest accommodations registration and event staffing.
• Develop and manage event budgets; obtain competitive bids negotiate with vendors review contracts and ensure events are delivered within approved budgets.
• Build and maintain productive relationships with campus departments vendors community partners and external service providers to ensure successful event execution.
• Coordinate presidential ceremonies donor events Board of Directors meetings commencement activities dedications lectures and other high-profile institutional events.
• Oversee event timelines plans and contingency planning to identify and resolve issues before and during events.
• Ensure that all presidential events consistently reflect Benedictine Colleges mission hospitality brand standards and commitment to excellence.
• Collaborate closely with the President Senior Executive Assistant to the President Events Team Advancement Marketing & Communications Facilities Dining Services Campus Ministry and other campus partners.
• Coordinate executive hospitality for presidential guests visiting dignitaries trustees donors speakers and other VIP visitors including lodging meals transportation itineraries gifts receiving guests and personalized guest experiences.
• Support donor stewardship efforts by coordinating stewardship events donor recognition activities special campus visits and personalized hospitality experiences that strengthen relationships with benefactors.
• Prepare reports budget summaries vendor documentation and other administrative materials related to presidential events and stewardship activities.
• Direct special projects and initiatives assigned by the President.
• Participate in regular planning meetings and maintain effective communication with the Presidents Office and institutional stakeholders.

POSITION QUALIFICATIONS

Competency Statement(s)

Communication Oral - Oral Communication skills look at the extent to which an individual communicates with economy and clarity actively engaging in conversations in order to clearly understand others message and intent and receives and processes feedback. This competency asks the question How well do you send verbal messages and listen to peoples responses in order to convey information

Communication Written - Written communication skills look at the extent to which an individual writes concise clear letters reports articles or e-mails including proofing and editing. This competency asks the question How well do you write edit and proof written materials

Project Management - Project management skills look at the ability of the individual to demonstrate an understanding of planning organizing staffing directing and controlling work tasks. This competency asks the question How well do you direct people and control deadlines to meet a specific goal

Relationship Building - Relationship building looks at the ability of the individual to establish and maintain a good rapport and cooperative relationship with customers and co-workers. This competency asks the question Can you work effectively with different types of people and build rapport and trust

Autonomy - Autonomy looks at the ability of the individual to complete assigned tasks with little oversight. This competency asks the question How self-directed are you in completing your work

Education

Bachelors degree preferred

Experience

24 years of experience in event planning hospitality executive support advancement public relations or a related field required.

Performs work under general supervision. Handles moderately complex issues and problems and refers more complex issues to higher-level staff. Possesses solid working knowledge of subject matter. May provide leadership coaching and/or mentoring to a subordinate group.

PHYSICAL DEMANDS

Physical Abilities

Stand F

Walk F

Sit F

Handling / Fingering F

Reach Outward F

Reach Above Shoulder F

Climb F

Crawl F

Squat or Kneel F

Bend F

Push / Pull

12 lbs or less O

13-25 lbs O

26-40 lbs O

41-100 lbs N

Lift /Carry

10 lbs or less F

11-20 lbs F

21-50 lbs O

51-100 lbs N

Over 100 lbs N

N (Not Applicable) Activity is not applicable to this occupation.

O (Occasionally) Occupation requires this activity up to 33% of the time (0 - 2.5 hrs/day)

F (Frequently) Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5 hrs/day)

C (Constantly) Occupation requires this activity more than 66% of the time (5.5 hrs/day)

EOE