Assistant Director of Events

Job description

Equal Opportunity and Nondiscrimination Statement                                    

In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.

Location:

Claremont, CA

Job Posting Title:

Assistant Director of Events
Job Details and Requirement:

This position is responsible for producing a wide-range of College events from conception through to completion. Focused on advancement and donor-centric events such as the 75th anniversary and fundraising campaign. The Assistant Director will be committed to the development of unique programs and activations designed to support 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 75th anniversary, campaign, and regional fundraising programming.  – Approximately 65%.
  • Responsible to make strategic decisions regarding CMC-centric 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. 
  • Responsible for supporting the planning, design, marketing and oversight of Claremont McKenna College’s signature on-campus events including: Alumni Weekend, Commencement, Convocation, Family Weekend, Impact CMC Volunteer Weekend, Orientation, Reunion Weekend, etc., as well as Presidential and Trustee off-campus events and regional programming.  – Approximately 15%
  • Conceptualize and work in a collaborative manner with Development staff to plan events that support the strategic engagement and philanthropic imitative of College Advancement. - Approximately 20%
  • Conduct market research, gather information, research vendors, and negotiate a variety of contracts.  Implement vendor performance metrics.
  • Responsible to manage event budget of $250,000+ a year.
  • Analyze data and key statistics, monitor and report on ROI metrics for Advancement Events relating to philanthropic and engagement campaign goals.
  • Serve as Event Staff representative and lead for 75th anniversary and engagement trustee sub- committee.

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
  • 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.
  • Conduct departmental meetings as needed.
  • Hire and supervise student interns.

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. 

CLASSIFICATION AND STATUS:  This is an exempt, 12-month, 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).

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.  When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.

AT-WILL EMPLOYMENT:  Employment with the College is “at-will” meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work.  There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause.  The President is the only person who can modify or alter the at-will employment relationship.

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-1783
Posted: 6/28/2019
Application Due: 8/27/2019
Work Type:
Salary: