Events Specialist

Staff

20171132

Full Time

Regular

12/01/2021

With a solution-oriented approach, and taking pride in the details, the Events Specialist is responsible for managing Dodge College events through the entirety of their life cycle, including creating ideas and vision, through planning, vendor liaising, staffing and on-site execution. Internal coordination and communication are key, as well as post-event reporting.

The role sets the standard of events by managing the calendar of events, event requests, creating and communicating detailed run sheets, arranging formative plans with stakeholders and partners, and arranging logistical details. The Events Specialist is responsible for combining essential organizational skills and effective use of resources to execute events from booking to completion within a given budget. Working with DCFMA staff, ensure there is consistent communication about all elements of event planning, marketing, and internal and external communications. Other duties as assigned.

• Coordinate, plan, and execute all on-site and off-site, in-person and virtual events for Dodge College, from small dinners to large shows, donor events, industry events, faculty, and student events
• As the event “producer”, tie all aspects of events together to successfully execute memorable events
• Serve as a liaison between the college and inner-department heads to secure operational plans and establish strategies and action plans for all major events
• Oversee staffing needs and staff work schedules, catering orders, transportation for guests (class guest speakers, as well as high profile celebrities for major events)
• Lead regular event meetings with all stakeholders involved, creating agendas and action points. Follow up on individual areas of responsibility to ensure the team is on target.
• Create summaries of events and the needs for upcoming goals (i.e., run of the show, catering orders, AV needs, floor plans etc.)
• Manage virtual meetings, workshops and events using programs such as Zoom and Microsoft Teams
• Maintain shared calendar of events and provide updates to staff and the executive committee, including event requests
• Serve as main contact with other university departments to ensure all elements of events are in adherence to university policy and processes, including Sodexo catering, Risk Management, Legal Affairs, Facilities Management, Aramark, Parking and Public Safety, Conference Services
• Facilitate the completion of all required legal agreements, vendor contracts and certificates of liability/insurance
• Reserve event spaces, order all equipment, furniture, and additional cleaning services for all events
• Work with Public Safety on event security for high profile guests
• Communicate event details/changes with all internal departments as well as guests as needed
• Communicate event logistics to the Dodge College community, such as changes in parking options
• Working with the Communications and External Relations Manager, ensure event marketing, PR, signage reflects details of event
• Assist with the management of promotional materials, invitations, and registration
• Coordinate and lead event walk-throughs (pre-production and day of execution) and facilitate post-event debriefs to discuss areas of success and improvement
• Track the budget and expenses for each event
• Manage Dodge College screening room reservations and requests, ensuring there are no conflicts with pre-scheduled events
• Maintain documentation that outlines the steps involved in hosting annual events
• Provide guidance on university policies and procedures related to events
• Hire, train and supervise student employees on event policies and procedures
• Mentor event volunteers on how to manage VIP guests while maintaining the highest level of confidentiality

• Bachelor’s degree or equivalent combination of education and experience
• 2-3 years of experience working in event coordination
• Experience in managing all types of events with a strong focus on guest satisfaction in a fast-paced environment
• Excellent organizational skills with meticulous attention to detail
• Ability to exercise initiative and work independently
• Excellent customer service skills
• Excellent interpersonal and oral communication skills
• Proven ability to exercise independent thinking and judgement and to assess a situation, ask appropriate questions and respond accordingly
• Proven strong time management skills to plan, prioritize and complete multiple assignments with fluctuating deadlines in an accurate and timely manner and maintain composure under pressure in a faced-paced environment
• Ability to use tact and diplomacy and to maintain a high level of confidentiality
• Ability to work effectively with a variety of constituencies including students, campus departments, faculty, administrators, community organizations and entertainment industry clients
• Demonstrated computer skills in MS365
• Ability to maintain confidentiality and follow university policies and procedures
• Technical skills to learn and use enterprise systems and departmental tools