Special Events Specialist

4 weeks ago

San Francisco, United States University Of San Francisco Full time

Description

:

ESSENTIAL JOB RESPONSIBILITIES: 

The Special Events Specialist, University Special Events, will be vital in supporting the Special Events team to ensure that all events deliver a consistently excellent guest experience and support both the financial and engagement goals of the new campaign and the Development division. You will collaborate with various departments, faculty, staff, students, and external stakeholders to coordinate the event plan and deliver engaging and impactful events that align with the institution's mission and objectives. 

Event Planning and Coordination: 100% 

Work closely with your event lead to provide administrative and event support.  Plan and schedule committee meetings.  Take comprehensive notes, create action items, and follow up after the meeting.  Assist with the grooming of tasks in Asana.  Coordinate event logistics, e.g., venue selection and layout, catering, audiovisual requirements, transportation, accommodation, and security arrangements.  Facilitate effective registration processes and attendee management systems to facilitate seamless event experiences.  Collaborate with marketing and communications teams to develop promotional strategies and materials for events, utilizing various channels, e.g., social media, email campaigns, and printed materials.  Cultivate partnerships with internal and external stakeholders to enhance event visibility and reach Monitor and evaluate marketing efforts to optimize engagement and attendance.  Serve on-site as a point of contact for stakeholders, providing logistical support, troubleshooting, and ensuring a smooth event execution.  Supervise event staff, volunteers, and vendors to ensure adherence to timelines, protocols, and safety standards.  Address any issues or emergencies that may arise during events, demonstrating flexibility and problem-solving skills.  Conduct post-event evaluations to assess effectiveness, gather feedback, and identify areas for improvement.  Prepare comprehensive reports summarizing event outcomes, attendance metrics, budget variances, and lessons learned.  Utilize feedback and data insights to inform future event planning and enhance overall event experiences. 

Qualifications:  

Bachelor's degree in Event Management, Hospitality, Marketing, Communications, or a related field.  Proven experience in event planning and execution, preferably within a higher education setting, is preferred.  Strong project management skills with the ability to multitask, prioritize, and meet deadlines in a fast-paced environment.  Excellent communication, negotiation, and interpersonal skills, with a customer service-oriented approach.  Proficiency in event management software like Cvent and marketing tools such as Canva, Emma, and Google Suite.  Flexibility to work evenings, weekends, and irregular hours as required by event schedules.  Knowledge of higher education trends, cultural sensitivities, and diversity considerations.  Be able to manage sensitive information with discretion and confidentiality.  Exercise independent judgment and resourcefulness.  Ability to support director/executive-level team members.  Ability to work with minimal supervision in a fast-paced environment.  Ability and willingness to learn quickly in areas such as data analysis.  Must be able to be a team player.  Must have attention to detail. 

Full-Time/Part-Time:

Full time

Pay Rate:

Salary

Salary Range :

The salary range for this position is $60,000/yr - $70,000/yr. Offers will be based on candidate experience and education, as well as equity within the University of San Francisco.

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