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Associate Director, Event Services

3 months ago

San Marcos, United States AVIXA Full time

POSITION OVERVIEW

The Associate Director for Event Services will be responsible for the leadership, supervision, and strategic planning of all aspects of Lyndon B. Johnson Student Center (LBJSC) Event Services. This position will directly supervise two assistant directors (event planning and event production), and indirectly supervise four additional full-time coordinators and student employees. This position also oversees equipment inventory management and planning for all event furniture and audiovisual equipment, revises event policies and procedures, makes recommendations on event rates, and seeks out opportunities to increase revenue through reservations and optimization of space and resources. The Associate Director will report to the Director, LBJ Student Center & Event Services. OPPORTUNITIES FOR IMPACT

EXPANSION OF SERVICE DELIVERY AND SPACE MANAGEMENT As the University is looking at new ways to manage, enhance, and promote spaces on campus, the department’s footprint is growing, and the Associate Director will be asked to transition other spaces into their portfolio and provide exceptional service and reservation support, with the goal of developing and enhancing the experience in those spaces. ELEVATE THE EVENT EXPERIENCE The spaces and events managed by the LBJSC play a critical role in supporting and advancing the University’s mission and aspirations. This position will use industry best practices, innovative ideas, and a passion to positively serve others to successfully lead initiatives that elevate the event experiences and examine opportunities for continual improvement to meet the dynamic needs of the University. NEW EVENT SERVICES MODEL The event policies and pricing structure are in the final stages of development and will be rolled out for the upcoming academic year. The new model simplifies the pricing structure, adjusts employee responsibilities, and expands the student employee team to allow for more events and flexible setup types. The Associate Director for Event Services will play a crucial role in the implementation and evaluation of the changes. EVENT SERVICES GROWTH PLAN The Associate Director will be asked to develop a strategic path forward that pursues an aggressive growth strategy that maximizes event utilization and opportunities for outside revenue while also considering University event needs and priorities. ATTRIBUTES OF THE SUCCESSFUL CANDIDATE

An individual with a passion for serving others and creating exceptional event experiences, and an appreciation for the power of a student center in serving as a community center for the campus in which it resides

Ability to create campus-wide relationships and foster strategic collaborations.

Self-starter who is not afraid to lean into ambiguity and a build-as-you-go environment.

Effective communicator who has a genuine sense of respect and appreciation for the community we serve.

Proven dedication to high-quality work, professionalism, and results, who can plan, organize, and coordinate multiple projects simultaneously.

RESPONSIBILITIES

Recruit, hire, train, and provide leadership for Event Services team members including Assistant Director of Event Planning, Assistant Director of Event Productions, Event Setups Coordinator, Technical Services Coordinator, event planners, and student employees.Directly supervise the Assistant Director of Event Planning and Assistant Director of Event Production.

Interpret and ensure compliance of LBJ Student Center and University policies, guidelines, and other relevant regulations, including but not limited to use of facilities, ADA compliance, security requirements, environmental health and safety standards, and special event approval requirements.

Track and evaluate the success of events, monitor client satisfaction, follow up on feedback, provide recommendations for improvement, and lead changes that are consistent with market trends and best practices.

Responsible for inventory and asset management of all event furniture and audiovisual equipment. Utilize knowledge and necessary research to develop standards, specifications, and proposals for furnishings, equipment, and audiovisual systems (sound, lighting, and projection).

Monitor events, provide positive customer service, and collaborate with Event Services staff, catering staff, and other facility and campus personnel as necessary to ensure efficient operations and high customer service standards at all events managed by the LBJ Student Center.

Respond to inquiries, lead and attend client meetings, develop room diagrams, and enter reservation information into event management software as appropriate.

Develop, maintain, and revise event policies and procedures, track and report event statistics, recommend event rates, and coordinate event space allocation strategies that accommodate signature events and reflect university and divisional priorities.

Collaborate with marketing and communications teams to promote Event Services offerings and actively seek out new business to maximize space utilization and realize revenue potential.

Prepare and manage the Event Services budget including purchasing, staffing costs, and monitoring revenue.

Lead regular meetings, conduct trainings, and develop and maintain training manuals and resources.

Serve as a vital member of the LBJ Student Center leadership team, develop reports, and handle special projects, tasks, and other duties as assigned.

Serve as a departmental representative on relevant committees. Active attendance, participation, and reporting back is expected.

Bachelor’s degree Minimum 7 years of experience in event planning and management, conference services, hospitality, or related field Previous customer service, supervision, and team leadership experience Knowledge of audiovisual equipment and event setups Experience managing a budget Excellent communication (written and verbal) and interpersonal skills

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