Senior Event Manager

Under general supervision this position will support successful event operations by planning, managing, and coordinating. Ensure positive and effective engagements for year-round programming and events hosted by the Law School facilities. This position will work with faculty, deans and senior leadership to determine and provide programmatic, logistical and operational needs for Law School conferences, colloquia, dinners, receptions and other events, some of which include a fundraising component.

Position Specific Accountabilities

• Develop and provide creative, well-planned and executed assigned events/programs including academic and fundraising events. Handle a multiplicity of tasks and details simultaneously.  Coordinate special event/program calendar to enhance the community image and presence of LMU Loyola Law School.

• Collaborate and support the Director on signature annual events.

• Negotiate contracts and terms with venue representatives and vendors for service, in accordance with budget constraints and University policies and procedures. 

• Coordinate the design, printing and mailing of event invitations, flyers and other marketing materials for event promotion in compliance with university branding guidelines and policies.

• Coordinate the design and printing of event program materials, hand-outs and related promotional materials including outreach and coordination with sponsors/speakers/panelists for bios and presentation/advertising/marketing materials.

• Prepare detailed event planning timelines and meeting agendas.

• Manage on-site event logistics including arranging catering, signage, displays, special needs requirements, staging, setup, awards, honorary certificates, event security and other required event details.

• Assist senior leadership and/or faculty members with targeted event sponsorship mailing solicitation efforts.

• Identify, secure and maintain mailing lists for targeted event audience.

• Manage on- and off-site distribution and mailing of event materials to targeted mailing list including electronic communication efforts. 

• Develop and maintain registration, guests and VIP lists.

• Partner with the Director to prepare budgets and providing periodic progress reports for events.

• Coordinate services for events such as lodging and transportation to and from event for speakers and VIP participants.

• Recruit and manage staff and student volunteers as needed for event support.

• Prepare post-production event budget audits and debrief of events.

• Perform general office duties and other duties as assigned. The Law School reserves the right to add or change duties at any time. 

Loyola Marymount University Expectations

Exhibit behavior that supports the mission, vision, and values of the university.  Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct.  Demonstrate a commitment to outstanding customer service.

Requisite Qualifications

• Typically a Bachelor’s Degree or equivalent experience. College coursework in public relations, event planning, or a related field is desirable.  Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.

• Minimum 5 years of special events experience in progressively responsible positions.  Successful track record in event/program management and donor recognition in a college/university environment and/or non-profit setting.  Prior knowledge of volunteer management, office and database management.

• Demonstrated experience in budgeting and financial management.

• Demonstrated experience remaining tactful under stress, applying sound judgment, and working in teams with both external and internal clients across departments.

• Demonstrated working knowledge of a broad range of successful event/program management, such as: menu planning and food selection; theme decorations; entertainment; invitation and program design and printing; hotel and conference services and facilities in the greater Los Angeles area; protocol; utilization of volunteer and staff resources; budgeting and cost containment.

• Exemplary written and oral communication skills as evidenced by experience preparing comprehensive reports and executive summaries incorporating complex and technical information.

• Ability to work extended days, evenings, and weekends as necessary to staff events and complete projects under tight deadlines.