Special Events Manager

Job description

Requisition Information

Position Information

Posted with Limited Access No Limited Access Period Ending Date Title Special Events Manager Posting Number S01271 Full-Time/Part-Time Full-time Typical Hours Per Week 37.5 Regular, Temporary or Term Regular If temporary or term, enter anticipated end date Benefits Eligible? Yes Hourly/Salaried Hourly Band/Level OP3 Hiring Minimum $18.14 Department Office of Advancement (MIIS) Location Monterey, CA Campus Hire contingent upon successful completion of the following post-offer screening Criminal Background Check Position Summary

Position Summary

Under joint supervision of the Director of Institute Events and the James Martin Center for Nonproliferation Studies (JMCNS) Senior Program Manager, the Special Events Manager provides support in the planning, management, and successful execution of high profile, campus-wide events that enhance the Institute’s image and strategic objectives. Supporting the Office of the Vice President, Roderick House, Office of Advancement, JMCNS, Enrollment, and other departments on campus, the Special Events Manager assists in the preparation and execution of events to include but not limited to Spring and Winter Commencement, donor cultivation and stewardship events, alumni receptions, select Institute-sponsored lectures and conferences, governance meetings (Institute Board of Overseers), Roderick House events, JMCNS conferences and seminars, JMCNS visiting fellows, and JMCNS trainings. This is a full-time, non-exempt position.


Essential Functions

•Manage event logistics including pre-planning, researching venues, overseeing registration and lodging needs, air and ground transportation, coordinating on-site logistics, planning menus, guest entertainment, program functions, and similar activities.
•Attend events to oversee on-site logistics and to ensure that event adheres to schedule and details associated with set-up, registration, equipment needs, speakers, agendas, and guest tours are attended to and that problems are corrected.
•Responsible for the planning and management of selected repeat events to include Preview Days, Career Fairs, and New Student Orientations.
•Coordinate all components of special events, including facilities, invitations, catering/refreshments, speaker arrangements, registration/greeting, seating arrangements, and printed programs/materials in collaboration with event sponsors.
•Assist with production and distribution of meeting materials, including programs and identification items (nametags, place cards, seating charts, etc.) and briefings.
•Lineup and confirm all necessary reservations, set-ups, rentals, and parking for events.
•Coordinate all financial arrangements with facility and service providers, ensuring invoices are accurate and processed for timely payment.
•Implement and coordinate planning of events in the absence of the Director of Institute Events.
•Produce event planning status reports including post-event analysis and wrap-up, budget report, research, and recommendations for future conferences and events.
•Research and locate event venues and vendors both domestically and internationally to host events.
•Assist in recruiting and overseeing event volunteers and graduate assistants providing guidance and direction.
•Maintain the RSVP box and track RSVPs by responding to incoming messages via phone and e-mail.
•Provide assistance to oversee the event archive and filing system and events calendar.
•Create and manage online event registrations and update event web pages.
•Collaborate with other Institute colleagues on events.
•Collaborate with Middlebury College colleagues on events.
•Oversee events in the most professional and cost-efficient manner.
•Provide general event manager oversight for JMCNS events ranging from small internal meetings to larger, high level international conferences.
•Arrange and provide transportation for Visiting Fellows on field trips for cultural enrichment.
•Provide support to daily operations of the JMCNS Visiting Fellows Program including housing, transportation, medial and other emergencies, cultural activities, and other support as needed.
•Serve as a point of contact for various services/vendors (homestays/landlords, etc.) used for JMCNS Visiting Fellows program.
•Some travel required for events.

General Responsibilities

•Contribute to the overall success of the Institute by working on special projects and performing all other duties and responsibilities as assigned.



Relevant Associate’s degree or a combination of education and experience which would demonstrate possession of skills required for the position.

Knowledge, Skills and Abilities

•Working knowledge of special event management, understanding of social etiquette, and a creative flair.
•Self-starter, self-motivated, results-oriented with the ability to work both independently and as a member of the Vice President’s Office, James Martin Center for Nonproliferation Studies, and Office of Advancement Teams.
•Excellent organizational and time management skills with ability to meet tight deadlines.
•Demonstrates sound judgment and problem solving skills, and ability to work under pressure.
•Possess strong event planning skills and knowledge of event room setups.
•Ability to prioritize and handle multiple tasks with attention to detail.
•Excellent interpersonal and relationship-building skills with ability to interact with high level constituents.
•Strong sense of cultural awareness and ability to maintain professional relationships with diverse groups.
•Comfortable in social situations.
•Computer literacy to include MS Word, Excel, electronic mail, and database management.
•Proficient in using the web to conduct venue research.
•Experience with website editing and event registration preferred.
•Computer-aided design and drafting (CADD) experience preferred.
•Current valid driver’s license required.


Three years of related event experience.

Physical Demands

The Middlebury Institute of International Studies at Monterey maintains a smoke-free workplace and complies with the Federal Drug-Free Schools and Communities Act and Drug-Free Workplace Act.

Position requires moderate physical effort to include standing for long periods of time and lifting items weighing up to 50lbs. Requires ability to work at a computer keyboard for extended periods of time.

Posting Information

Close Date Open Until Filled Yes Special Instructions to Applicants

To apply: complete an online application and attach all required documents.


Some postings require contact information for reference providers for confidential letters of recommendation.

Recommendation Letter Requirements Supplemental Questions for Posting

Required fields are indicated with an asterisk (*).

Applicant Document Required Documents
  1. Cover Letter
  2. Resume/C V
Optional Documents
  1. Reference Letter 1
  2. Reference Letter 2




Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 5/10/2019
Application Due: 6/29/2019
Work Type: