Assistant Director of Events

Job description

As part of the Events Management team, the Assistant Director of Events will provide high quality service in event management by planning, consulting, coordinating and implementing on and off-campus event logistics.

We are seeking candidates who have professional experience providing outstanding customer service in an events coordination and/or a management environment. Successful candidates must possess excellent interpersonal skills and will demonstrate the ability to manage multiple priorities and multiple simultaneous projects through completion.

This position is a full-time, 12 month, benefits eligible position and will report to the Associate Director of Special Events and Services.

Job duties include but are not limited to:
Manage the coordination and implementation of on-campus events as assigned.
• Plan and execute event logistics for major University flagship events including, but not limited to, Commencement, Reunion Weekend, Homecoming, Family Weekend, Scholarship Day, Trustee events, University Staff Events, Admissions and CDC events, President's Office events, Senior Bucknellians, and BU Forums. Logistics include accounts payables, publications/communication management, and scheduling internal and external services.
• Plan and execute event logistics for smaller scale events including, but not limited to, dedications, lectures, meals and one-time themed events.
• Serves as the primary contact person and provides consultation for assigned events.
• Manage logistics including, but not limited to, scheduling event spaces, menus, transportation arrangements, security, signage, name tags, tech needs, sound and lighting, linens, flowers, musicians, parking, photographers and ADA considerations, and coordinating other events services.
• Maintain accurate and detailed information in EMS for assigned events.
• Act as the liaison between the program manager and PP&M for invitation/program design, mailing lists, and mailing timeline.
• When applicable, work with Event Management Event Coordinator for RSVP process.

Responsible for budget and scheduling management for assigned events.
• Maintain detailed event budget, post-event account reconciliation, and event budget comparisons (by event and by item) as needed for each assigned event.
• Assures compliance to scheduling and related policies and guidelines.
• Effectively manage balancing cost efficiencies and integrity/quality of event.
• Works with Executive Director to reconcile expenditures in Events Management Cost Centers and create budget projections and capital expenditure requests.

Effectively provide necessary follow-up for event activities, including after-action meetings, billing, invoicing, etc.
• Conduct a debriefing with event program manager(s) and service departments on campus, when relevant.
• Draft follow up correspondence such as thank you notes.

Diversity & Inclusion Expectation:
Significant prior experience working with and serving a diverse workforce and customers.

Minimum Qualifications:
• High school diploma or equivalent.
• Minimum of four years of professional experience providing outstanding customer service in an events coordination/management environment.
• Excellent organizational, budgeting, event planning and project management skills.
• Demonstrated ability to manage multiple priorities and manage multiple simultaneous projects through completion.
• Strong written and oral communications skills.
• Ability to travel for off-campus events and work nights and weekends as required.
• Demonstrated creativity, initiative and proactive problem solving skills.
• Excellent interpersonal skills and a demonstrated ability to build positive relationships with a diverse constituent base.
• Proficiency with computer systems, the internet, standard office systems and basic business practices.

Preferred Qualifications:
• Bachelor's degree

Physical Demands:
• Ability to stand and walk for long periods of time.
• Ability to bend, squat, climb stairs and lift frequently.
• Ability to lift up to 25 pounds occasionally.

Bucknell University provides equal opportunity without regard to race, color, gender, gender identity, gender expression, sexual orientation, age, religion, national or ethnic origin, marital status, veteran status or disability in admissions, employment and in all of its educational programs and activities.

Bucknell University is a private, highly selective, unique national University where liberal arts and strong professional programs in engineering, business, education and music complement each other. We seek candidates who are committed to Bucknell's efforts to create a climate that fosters the growth and development of a diverse student body, and we welcome applications from members of groups that have been historically underrepresented in higher education. Bucknell is a NCAA Division I (FCS) and Patriot League member institution that sponsors 27 varsity athletics programs. Located in Central Pennsylvania along the Susquehanna River, Bucknell is nestled in the Borough of Lewisburg, an architectural gem that has been ranked as one of America's best small towns. The Lewisburg area offers a unique combination of outdoor recreation opportunities, and appealing amenities such as art galleries, an art deco theater, historic museums, and charming independent boutiques and restaurants. In addition to the many cultural and athletic events offered by the University and the Borough, the surrounding region offers outstanding schools, medical facilities, and an affordable cost of living. For those who crave the city, Bucknell is within an easy three-hour drive to Philadelphia, New York, Baltimore, and Washington, D.C.





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Job No:
Posted: 1/23/2018
Application Due: 3/24/2018
Work Type: