Jobs and Careers

Assistant Director, Special Events

Saint Augustine, United Statesfull_timeVerifiedPosted 9 Jun 2025

About the role

The Assistant Director of Special Events provides support for Flagler College's flagship institutional events and leads the planning and execution of faculty/staff gatherings and academic speaker series. Signature events led by this role include, but are not limited to: Employee Holiday Party, Employee Fall Morale Event, New Faculty Reception, Employee Beginning of the Year Reception, Staff Olympics, SASS Luncheons, Kenan Distinguished Professor Speaker Series, Cecil & Gene Usdin Judeo-Christian Lecture Series, Senior Toast, Founders Day and the Annual Caroling Event. This role works closely with the Director and Associate Director of Special Events to deliver high-quality experiences that support campus culture, academic enrichment, and institutional reputation. The Assistant Director ensures events align with college values, enhance engagement, and contribute to the overall success of the Special Events team.

Lead the strategic planning, coordination, and execution of on- and off-campus events, including recurring, annual, and new initiatives that align with institutional priorities.
Oversee all event operations, including but not limited to: securing venues, contracting vendors, managing budgets, coordinating logistics, and designing the guest experience.
Independently negotiate contracts with vendors and service providers.
Own event budgets with full responsibility for forecasting, cost negotiations, and financial stewardship to optimize return on investment.
Lead and collaborate with internal and external partners, including Academic Affairs, Marketing and Communications, Student Affairs, Security, Facilities, and third-party vendors.
Coordinate all technical, production, and aesthetic elements, including A/V, staging, signage, lighting, photography, and catering.
Manage Special Event alcohol and specialty drink purchases and inventory.
Manage and maintain speaker arrangements, including contracts, accommodations, transportation, and hospitality.
Maintain digital communications: develop email campaigns, oversee event-related webpages, and coordinate with Marketing for promotional materials.
Consult with campus departments and colleagues to provide strategic guidance and support for events planned by other offices.
Recruit, train, and manage event teams ranging from 2–50 people for seamless execution.
Provide exceptional customer service, resolving guest inquiries with diplomacy.
Collect and analyze event feedback and performance indicators to drive continuous improvement.
Support non-lead events at the discretion of the Director and Senior Director of Special Events, including the four flagship events: Family & Friends Weekend, Annual Donor Dinner, St. Augustine Spanish Food and Wine Festival, and Commencement.
Assist in onboarding, interviewing, and hiring future event team members.
Perform other duties as assigned.

MINIMUM QUALIFICATIONS
Bachelor's degree required
Two years related field experience
Proficiency with computers, including Microsoft Office Suite PREFERRED CHARACTERISTICS Strong interpersonal and communication skills. Ability to work without close supervision and make independent decisions. Detail-oriented with the ability to manage ongoing and competing projects. Ability to maintain confidentiality and to exhibit good judgement in making decisions concurrent with college policy. Customer service mindset and collaborative approach. Ability to maintain confidentiality. Thrive in a fast-paced, ambiguous environment.