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Events Manager II

4 months ago

Salt Lake City, United States Westminster University Full time
Job DescriptionJob Description

Westminster University

Events Manager II


POSITION SUMMARY:

The Events Manager II at Westminster University is responsible for planning and organizing promotional, business, and social events for our internal and external community. This position requires a highly organized, excellent time-management, superb interpersonal skills, creative, detail oriented and motivated person to serve as a lead for campus wide events.

Events include but are not limited to fundraising galas, corporate functions, conferences, student events, sponsored events, etc. This position deals with a wide range of responsibilities that may include seeking & securing sponsorship, event theme building, creating event programs, communicating with event attendees and corporate donors, marketing, contracting vendors, coordinating event logistics, timelines, and tasks as necessary for a successful event production.

The Events Manager reports to the Director of Events and works collaboratively to coordinate activities but has independence with managing and delivering defined results for each event.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Event Management

  • Communicate with internal and external clients on the full scope of events including meeting space, food and beverage needs, audio visual needs, décor.
    1. Coordinate appointments and visits to see space and schedule events on the calendar.
    2. Prepare and modify event contracts as requested.
  • Handle budget and invoicing for each event based on client needs – main point of contact for clients.
    1. Assist with preparing budgets and provide periodic progress reports to appropriate stakeholders for each event.
    2. Track event finances including check requests, invoicing, and reporting.

Event Management

  • Organize and lead collaboration with Marketing Team on event concept, graphic design/production/printing, and event marketing.
  • Use project management and communication tools including Asana, Slack, CourseDog, MS SharePoint, Outlook, and other applicable software programs.
  • Coordinate work and event timelines with multiple departments across campus and clients.

Customer Service

  • Maintain strong client satisfaction when related to internal and external events.
  • Consistently demonstrates the ability to remain calm under pressure and think quickly in the moment before, during and after each event.
  • Build and maintain strong relationships across the campus and with vendors, existing and potential clients.
  • Conduct follow-up with vendors, sponsors, staff, and faculty members following each event.
  • Take ownership of customer issues and follow problems through resolution.

Communication

  • Manage all communications in relation to event details.
  • Actively and regularly communicate with internal stakeholders about all events.
  • Manage campus calendar and internal campus events email.
  • Effectively listen to and communicate with multiple campus departments and external clients.

Event Logistics and Operations

  • Create and manage timeline, program, and tasks for all Westminster hosted events.
  • Coordinate with other departments within Westminster to ensure event spaces are prepared for each event including coordination with Campus Patrol to ensure safety of each event is considered and planned for.
  • Manage on-site production and clean up for events including the management of event staff, bar service, rentals, other vendors, catering, AV, etc.
  • Manage event logistics including day of set up and coordination throughout event.

Diversity and Inclusion

  • Promote an Inclusive Westminster through demonstration of the commitments included in our Diversity Statement.
  • Participate in developmental activities to increase understanding and awareness of issues related to diversity, equity and inclusion both individually and as related to my field of work, profession or discipline.

Additional Responsibilities:

  • Other duties as assigned.
  • Supervision of assigned staff and/or student positions as detailed in the Supervisor Handbook.

Additional Requirements:

  • Extended hours, including evenings and weekends will be required.
  • Ability to climb, balance, stoop, kneel, and crouch required.
  • Ability to lift and/or move up to 50 pounds required.

MINIMUM QUALIFICATIONS:

  • Bachelor’s degree in comparable field such as public relations, communications, or hospitality.
  • Two years previous work experience in event management where communication, leadership and project management skills were developed and utilized.
  • Expert interpersonal skills and ability to work with individuals from diverse backgrounds and perspectives in a respectful and inclusive manner.
  • Highly organized with excellent time management and ability to multi-task frequently.
  • Proficient in various event software including MS Office programs.
  • Risk management experience with ability to critically think to solve problems and make decisions promptly.

PREFERRED QUALIFICATIONS:

  • Audio visual event set up experience.
  • Experience in providing training and mentorship to junior-level employees.
  • Prior hospitality experience.

Equal Employment Opportunity:

Westminster University is committed to a diversified workforce, equal opportunity, and nondiscrimination. To this end, Westminster prohibits any form of discrimination or harassment based on race or ethnicity, color, religion, national origin, sex, age, sexual orientation, gender identification, disabilities, genetic information, status as a veteran, or any other category or classification protected by applicable federal, state, or city laws.