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Associate Director of Special Events

2 months ago

Honolulu, Hawaii, United States University of Hawaii Foundation Full time
Job Summary

The University of Hawaii Foundation is seeking a highly skilled and experienced Associate Director of Special Events to join our team. This is a key leadership role that requires a strong ability to develop and execute strategic development-related meetings and events for donors, volunteers, board members, and alumni.

Key Responsibilities
  • Event Planning and Execution
    • Manage and design strategic development-related meetings and events to promote donor cultivation and stewardship opportunities.
    • Coordinate and implement programs and events with other University departments, programs, and units, in alignment with Foundation stewardship and engagement efforts.
  • Relationship Building and Management
    • Build and maintain relationships with vendors to facilitate negotiation of contracts, including request for proposals, terms and conditions, and legal implications of contract.
    • Manage and monitor event budgets, audit, and reconcile finances, oversee fulfillment of contracts, payment of expenditures, revenue generation, financial reports, and fiscal transmittals and reimbursements.
  • Logistical Coordination
    • Coordinate event requirements, including site requirements, food and beverage, equipment, technical requirements, lodging, transportation, security, parking, set-up/floor plan, VIP/guest services, decorations, entertainment, ancillary programs, speakers, risk assessment and management, and other support crew and event-related costs.
    • Coordinate and facilitate logistical arrangements with a variety of vendors and suppliers, including government agencies, and work with Foundation compliance officers as needed.
  • Communication and Content Development
    • Provide content for invitations, programs, scripts, briefings, online registration, biographical information, calendars, letters, and oversee invitation mailings, eblasts, and RSVPs.
    • Serve as liaison to internal and external service providers.
  • Collaboration and Partnership
    • Work collaboratively and in constant partnership with Foundation and University leadership to assess needs and effectiveness of fundraising, outreach, and engagement efforts.
    • Other duties as assigned.
Requirements
  • Education and Experience
    • Proven record of developing and executing a diverse portfolio of successful events, bachelor's or associate degree preferred.
  • Skills and Abilities
    • Demonstrated ability to apply sound judgment in solving a wide range of problems and developing practical solutions using effective communication skills.
    • Ability to judge appropriateness and a sense of creativity for planning unique and meaningful events.
    • Excellent organizational skills, oral/written communication skills, and interpersonal skills.
    • Ability to work effectively in a large, complex, and dynamic organization, balancing competing priorities with excellent interpersonal and communication skills.
    • Proven team leadership skills and demonstrated ability to work effectively with leadership, faculty, staff, donors, and volunteers.
    • Thorough knowledge of office methods, procedures, and practices, and ability to compose clear and concise internal and external correspondence.
    • Flexible and able to coordinate multiple activities simultaneously and prioritize to effectively meet event timeliness.
    • Ability to be service-oriented to ensure all customers (internal and external) have their needs met in an efficient and timely manner.
    • Sensitivity to confidential information.
    • This position at times requires extensive evening and weekend work.
    • Able to lift twenty-five pounds.
    • A strong sense of professional ethics, and commitment to the core values of trust, teamwork, and excellence, accountability, and service.
Working Conditions

The Associate Director of Special Events will work primarily in an office environment and will need to sit or stand for extended periods while either working at a computer, attending a meeting, or performing desk work. The Associate Director may need to visit areas of the University campus as well as other locations in and around the island. The employee must have a valid driver's license and acceptable driving record. The Associate Director may need to work evenings and weekends and must be able to work to the demands of the position, which may exceed a 40-hour work week. The employee must be able and willing to travel upon request.