• Director of Special Events

    Job Locations US-MI-Hillsdale
    Posted Date 3 months ago(6/25/2019 11:55 AM)
    ID
    2019-1183
    # of Openings
    1
    Department
    Administration
  • Overview

    Reports to Vice President of Administration/Chief Administrative Officer. Plan, staff and oversee the management of between 35-40 high profile annual events on and off-campus, which may occur after normal business hours and on weekends.  Manage and develop the employees within the Special Events department.

     

    Responsibilities

    1. Schedule the annual special events in coordination with the master special events calendar and in consultation with other calendar decision makers.
    2. In close consultation with Administrative Affairs and other senior leaders, prepare and administer the annual special events budget. Develop event budgets based on venue and geography.  Track spending closely and produce post event reports. 
    3. Identify appropriate hotels and venues for off-campus events and make site visit trips. Negotiate food, beverage, and contract pricing and reserve venues and room blocks well in advance.  The expectation being   6-12 months for President Arnn events and 1-2 years for larger, multi-day events (NLS, CDC, etc.).
    4. Assign a lead event planner for each event and supervise progress. Assume the event lead role in some cases.
    5. Organize/oversee/delegate:
      1. 19-20 Arnn receptions and Arnn luncheons/dinners held off-campus in various cities around the United States.
      2. Special on-campus activities: Distinguished Fellows events/meals, campaign galas events/meals, etc.
      3. Scholarship luncheons on and off-campus and scholarship meetings in conjunction with other Special Events facilitated events.
      4. CCA luncheons.
      5. The Constitution Day Celebration held in Washington D.C.
      6. Two National Leadership Seminars held off-campus.
      7. Menu and logistics for the President’s Club Reception and the winter Board Meeting in conjunction with the February NLS seminar.
      8. Seating and registration for one Free Market Forum.
      9. Coordinate all aspects of groundbreaking and dedication events.
      10. Auxiliary activities surrounding Commencement.
      11. Oversee the logistics regarding marketing events and developing online registrations.
    6. Develop, refine, and share event planning processes to continually improve interdepartmental communication and efficiency. In cooperation with Administrative core teams, facilitate peak performance, efficiency and good will. 
    7. Routinely organize meetings with key College personnel to develop program vision and structure and to ensure critical timelines are being met.
    8. Utilize appropriate work order software for on-campus coordination with other departments (routinely prepare a master work order with comprehensive event details for the Physical Plant, Security, dining services, AV, etc.) and BEO’s for off-campus events.
    9. Participate in table seating meetings with VP for Institutional Advancement and/or designee.
    10. Exemplify a high level of professionalism in both appearance and regular interactions with Friends of the College, Trustees, faculty, staff, and outside vendors.
    11. Oversee the design and printing of event materials, including invitations, programs and confirmations for events assigned to the Special Events department. These are completed by utilizing the College’s copy center and mail room services.
    12. Work closely with the ITS department to oversee, manage, and streamline the online event invitation and registration process.
    13. Hire, train, lead and develop staff. Supervise four full-time staff members and establish professional goals.  Foster a positive work environment.
    14. Maintain confidentiality in all aspects of employment and with regard to College business and constituents.
    15. Be receptive to professional development and seek additional training to enhance or learn new skills.
    16. Pursue and lead interdepartmental opportunities that build culture and collegiality, showcasing the assets of the Special Events team in the furthering of the College’s Mission.
    17. Oversee and/or assist in coordinating additional on or off-campus events in conjunction with the College’s strategic growth.
    18. Work closely with Marketing to ensure the proper coordination of radio advertising.
    19. Ensure the appropriate College marketing and program materials are shipped to each event venue in advance.

    Qualifications

    Qualifications

    Individuals must possess such knowledge, skills and abilities, or be able to explain and demonstrate, that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

     

    Education and Experience

    This position requires a Bachelor of Arts or Bachelor of Science degree and extensive high-touch event planning experience; or an equivalent combination of education and experience sufficient to demonstrate the ability to perform the job.

     

    Physical Requirements

    Ability to read, write, hear, speak, see, communicate effectively and maintain a professional appearance.  Ability to operate basic office equipment to include, photocopier, fax machine, computer equipment, display monitors and the like.  Ability to travel.  Lifting of office supplies and event materials is necessary.

     

    Other Skills

    1. Knowledge of office practices.
    2. Ability to understand and follow oral and written instructions and effectively express ideas orally and in writing.
    3. Possess exceptional organizational skills.
    4. Possess sound judgment and maturity.
    5. Ability to keep calm and remain personable under pressure.
    6. Knowledge of computer processing and standard computer programs.
    7. Ability to work in a fast-paced environment with deadline pressures.
    8. Possess excellent verbal communication, customer service, and interpersonal skills.
    9. Possess excellent time management skills.
    10. Ability to delegate.

     

    Personal Characteristics

    The Office of Special Events interacts with the College President, Senior Staff, College Trustees, College faculty, staff and students, high profile speakers/public figures, contracted security, hotel managers, and current and prospective donors.  A clean and neat appearance is required.  Ability to promote and maintain pleasant and positive relationships which are supportive of the College Mission is essential.  This includes building supportive and professional relationships while maintaining confidentiality, as needed. 

     

    Code of Commitment

    Be a good representative of Hillsdale College to promote the liberal arts, the College’s original Articles of Association and operating principles stated in the Staff Code of Commitment.  The Mission Statement should be considered in all aspects of the position.  The teaching of Christian faith shall remain a conspicuous aim of the College.

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