Assistant Director of Events

Job description

**For immediate consideration, please submit a cover letter and resume.**

 

BASIC FUNCTION

This position is responsible for producing a wide-range of College events from conception through to completion. Focused on donor-centric and official college events such as Convocation, Orientation, Impact CMC, Family Weekend, Commencement, Alumni and Reunion Weekends. The Assistant Director will be committed to the development of unique programs and activations designed to foster the College’s strategic engagement and philanthropic initiatives.

 

DESCRIPTION OF DUTIES AND RESPONSIBILITIES

 

ESSENTIAL FUNCTIONS:

Reporting to the Director of Events, works independently/collaboratively to perform the following essential duties and responsibilities:

  • Responsible for the planning, design, marketing and oversight of Claremont McKenna College’s signature on-campus events including: Alumni Weekend, Commencement, Convocation, Family Weekend, ImpactCMC Volunteer Weekend, Orientation, Reunion Weekend, etc., as well as Presidential and Trustee off-campus events and regional programming. Makes decisions regarding event details including locations, decor, catering, entertainment, guest lists, transportation, venue preparation, special guest requirements, all necessary equipment, promotional and marketing materials, etc. within time and budget constraints.   – Approximate 50%
  • Conceptualize and work in a collaborative manner with Development staff to plan events that promote the strategic engagement and philanthropic initiative of College Advancement and improve awareness of donor program such as Res Publica, 1946 Legacy Society, etc. Approximately 20%
  • Responsible for planning off-site Presidential events such as town halls, meet-and-greets, and socials including global venue research, vendor and venue relationship development, contract negotiation and management, management of communication, site visits, event flow management, second tier vendor booking, menu creation, and program development. Approximate 10%
  • Manage Presidential briefing process for events including, but not limited to serving as the point of contact with the President’s Office, developing a briefing delivery calendar, crafting logistical timelines, working with various departments in Advancement to supply research materials, contact reports, and constituent appointments. Approximate 15%
  • Owner of the campus-wide calendar system, including the development of policies and procedures for use and work with various campus departments to provide training and support to ensure the calendar is updated and accurate. Approximate 5%
  • Provide graphic design and creative services to Office of Alumni and Parent Engagement team in support of events. 
  • Conduct market research, gather information, research vendors, and negotiate a variety of contracts.  Implement vendor performance metrics.
  • Responsible to manage event budget of $ 500,000+ a year.
  • Analyze data and key statistics, monitor and report on ROI metrics for Advancement Events.
  • The successful candidate will also be able to perform the following essential functions:
  • Regular attendance.
  • Take and follow directions.
  • Work cooperatively with others.
  • Receive and respond appropriately to constructive criticism.
  • Display a positive attitude.
  • Balance multiple tasks and priorities
  • Conduct departmental meetings as needed.
  • Hire and supervise student interns.
  • Performs other essential duties and tasks specific to the position.

 

QUALIFICATION STANDARDS:

 

EDUCATION: 

Bachelor’s degree in Communication, Marketing, Hospitality or a related field or equivalent combination of education and experience is required.

 

EXPERIENCE: 

A minimum of four (4) years of experience in event planning, coordination, and marketing with increasing responsibility in budgeting and account management, organization, and data analytics and event ROI in philanthropy. Experience at an academic institution is preferred.

LICENSES:

A valid driver’s license or equivalent means of reliable transportation to off-site meetings and events is required.

 

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:  Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.

  • Deploy professional skills in collaboration with colleagues, to best promote the College’s strategic interests.
  • Familiarity with all stages of planning, design, and production of events. Management and oversight skills to manage facilities and all event details including decor, catering, entertainment, guest lists, transportation, venue preparation, special guest requirements, all necessary equipment, promotional and marketing materials, etc. Ability to successfully managing all elements within time limits and on budget.
  • Ability to conduct market research, gather information, research vendors, and negotiate contracts.
  • Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, phone, and customer service skills.  Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/assignments.
  • Knowledge of and experience with ADA/special needs, dietary restrictions, and incident protocols and procedures.
  • Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook, PowerPoint, Google Docs) to manipulate attachments and associated professional software (such as, Raiser’s Edge, prospect research tools, Internet research, menu-driven databases, social media, Workday).  Use assigned technology/devices/equipment to achieve annual goals and maintain confidentiality.
  • Demonstrate proficiency in using Adobe Creative Cloud programs.
  • Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy and tact while working with people from a wide variety of backgrounds.
  • Independently use exceptional organizational and time management, planning and priority skills to complete work with accuracy and a keen attention to detail by established deadlines, including the ability to effectively track the status of ongoing projects and find needed documents and information quickly.
  • Ability to receive and respond appropriately to constructive criticism.
  • Ability to display a positive attitude, collaborative spirit, sense of humor, and a service-oriented attitude.
  • Ability to multitask and be flexible with competing priorities and support numerous initiatives and professional staff members.
  • This position may require the ability to lift materials and supplies for events, such as floral arrangements, chairs, podium, etc., up to 50 pounds.

 

OTHER

 

HOURS:  

The regular hours for this position are 8:00 am to 5:00 pm, Monday - Friday.  Holiday, weekend and evening work hours will be required.  Travel may be required.  Regular hours may vary due to needs of the College or division.  This is a 12-month position.

 

CLASSIFICATION AND STATUS: 

This is an exempt, regular, full-time, benefits-eligible position.

                                                     

Physical Requirements:                Heavy (up to 50 lbs.)

 

SUPERVISORY RESPONSIBILITY:

Hire and supervise student interns.

 

GROOMING AND APPEARANCE:  

The Claremont Colleges seek to maintain a neat and professional image at all times.

 

BACKGROUND CHECK: 

The successful candidate will be required to undergo a full consumer background check.  Certain positions will require the successful completion of a post-offer physical agility test.  Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.

 

ADA/OSHA:  This job description defines the essential or fundamental job duties of this position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.  It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law.  Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490.  All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.

 

Disability Accommodations                                                                                    

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.               

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or [email protected] for assistance.

 

 

 

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Job No: REQ-1374
Posted: 2/1/2019
Application Due: 3/1/2019
Work Type:
Salary: