Manager, Special Events

1 month ago

Malibu, United States Pepperdine University Full time

The Special Events Manager supports the planning and execution of high-quality University events, including commencements, concerts, luncheons, receptions, and other events that promote ongoing relationships with students, alumni, faculty, staff, and donors. This position is responsible for all aspects of University event planning, implementation, and logistics. This individual creates workable planning timeline and event materials to promote and support their events. This position reports directly to the Director of University Events.

Duties

Planning: Oversee the scheduling and management of special University events that include major gift fund-raisers, commencement exercises, concerts, luncheons, receptions, retreats, conferences, and other similar events that are designed to promote and maintain an ongoing relationship with students, alumni, faculty/staff, associates, and donors and prospective donors. Supervise and develop ongoing relationships with various outside event vendors, internal departments, and volunteer groups. Supervise independent contractors, interdepartmental staff, and volunteers that interact with the University when planning and implementing events. Responsible for all phases of assigned events including communications, logistics, and pre/post-event follow-up, provide guidance by explaining contract provisions, policies and procedures. Represent University or department at event planning meeting. Develop and maintain contacts with University officials, and professional colleagues.  Implementation: Responsible for all aspects of event implementation, including assisting with the development of promotional and marketing materials such as the preparation, production, and distribution of event information (i.e., initiations, programs, trip itineraries, scripts, requisitions, etc.) with internal and external stakeholders. Keep individuals informed as to the status of deadlines and schedules; including but not limited to floor plan submissions, insurance requirements, permitting, and other relevant event details. Manage events on-site, and coordinate appropriate follow-up and evaluation. Travel to oversee events preparation and execution. Be available and willing to work nights and weekends, as needed.  Budget Management: Accurately estimate expenses and expected revenue during and after each event. Prepare, submit, and oversee the budget for various events carried out throughout the University.  Logistics: Manage databases, files and other information pertaining to events such as invitees, replies and expenses. Run reports and produce all pertinent documents for events to include alpha-list, seating assignments diagrams for room setup, etc. Assists in advising the senior administrators, alumni directors, advancement staff, as well as several division leaders on program agendas, ensuring that all parties have the necessary information to successfully execute their part of the production for the event. Schedule contracted services and equipment rentals to provide services not available in-house. Be on-site during event set up and strike to oversee the volunteer workers, event staff, student workers and troubleshoot all areas to ensure a successful event. All communication and coordination must be completed in advance and in a timely manner.  Other duties as assigned.  Uphold University mission through work performed. 

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required: Two years college, bachelor's degree preferred; minimum of two years special project and event coordination experience. Two years in conference and events production; a proven track record of making independent decisions; superior phone and organizational skills, effective oral and written communication skills; knowledge of University policies and procedures preferred. Knowledge of University and donor culture to be comfortable in communicating directly with senior executives; strong writing skills for printed media and letters; strong interpersonal and communication skills; strong organizational skills; must be able to handle multiple tasks, establish priorities, and manage change. Team oriented with the ability to work independently or part of a larger team to manage events, programs and other projects with the ability to work autonomously, must have strong attention to detail and have exceptional organizational skills. Have proven excellence in experience working with a variety of constituents: employer, staff, faculty, students and alumni. Possess the ability to maintain composure and ability to keep calm under pressure to meet deadlines and deal with client changes. Computer word processing (Microsoft Word/Excel), knowledge of Raiser's Edge and PeopleSoft. 

Preferred: Ability to use desktop publishing programs.

Qualified individuals should be able to articulate a strong commitment to diversity, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws.

This is a Regular, Exempt, 40 hour per week position.

Expected Pay Rate: $66,560 per year

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