Associate Director, Conference & Event Management

Job Description:

Division: Facilities, Campus Operations and Auxiliary Services                                   

Department: Conference & Event Management

Reports to: Director, Conference & Event Management        

Basic Function: The Office of Conference & Event Management is responsible for scheduling and managing campus events, conferences, camps and summer programs for the university.  They are dedicated to supporting the Fairfield University community by facilitating effective and efficient year-round use of University resources and providing comprehensive event management services.

The Associate Director serves as a critical member of the Conference & Event Management team providing strategic oversight and logistical support to successfully produce events on campus.  The Associate Director is responsible for supporting event logistics, coordinating event workflow/guidelines, and managing events.  Additionally, the Associate Director is responsible for developing marketing for internal and external constituents. The Associate Director will be responsible for managing summer programs and external events and will assist with the recruitment, training and development of paraprofessional conference and event staff.             

Unusual Work Conditions:  Occasionally attend evening/weekend events as needed.

Knowledge and Skills Needed:

• Demonstrate experience and interest in execution of events, training & development, program and personnel supervision.

• Have strong supervision and leadership skills, including creating strategic plans and the ability to lead others through event/program implementation.

• Build and foster strong relationships with multiple constituents, including students, external entities, and campus partners.

• Display strong organization skills and the ability to prioritize multiple competing priorities while working with internal and external constituencies to consistently meet deadlines while providing excellent customer service.

• Work well with others as well as independently, have excellent verbal and non-verbal communication skills, present self in a professional manner, and handle multiple programs/assignments at any given time.

• Experience with and strong working knowledge of 25 Live (event management software) and Wrike (project management software).

Education: Bachelor’s degree required

Experience: Three or more years of experience in the field of conference and event management, higher education administration, or event management is preferred. 

Essential Functions:

Oversight, management, and coordination of logistics for summer programs including:

• University-sponsored and produced camps, signature events, and programs

• External camps, conferences, and programs

• Summer housing for Fairfield University students

• Summer housing for non-Fairfield students and guests

Responsible for supporting event logistics for all campus events including:

• University-sponsored and produced events

• Affiliated programs and events

• External non-affiliated conferences and events

Coordinate selection, training, and supervision of student staff:

• Develop training and programmatic standards for student staff

• Oversee scheduling of student shifts and additional event support as needed

Oversee development of marketing materials for office, including:

• Website updates and creating marketing materials to provide to external clients

• Develop event planning toolkit as a resource for campus event planners to enhance the overall campus event experience

• Collaborate with campus partners on marketing initiatives to grow key revenue-generating programs

Manage, train, and develop professional Conference & Event staff:

• Responsible for training, supporting, and managing (2) Program Coordinators as direct reports

• Provide guidance and support to ensure Program Coordinators are following event standards

• Support professional development and growth of Program Coordinators by setting and reviewing annual goals in alignment with department needs and strategic vision

Participate in the professional development of the department.  This involves:

• Promoting efficiency and courtesy throughout the University community

• Participating in departme