Associate Director, Campaign and Growth Initiatives Events

Please excuse any formatting errors on this job description. This is a known systems issue we are working on fixing.

The Associate Director, Campaign and Growth Initiatives Events plays an essential role in supporting Vanderbilt University’s engagement during the university’s Dare to Grow campaign and strategic growth initiatives. Working collaboratively with university colleagues, the Associate Director is responsible for planning and executing assigned custom development events that advance campaign and strategic growth initiatives. The Associate Director creates and delivers memorable experiences designed to engage donors, alumni and other constituents in the Dare to Grow Campaign, ultimately contributing to the university’s fundraising goals and overall success. 

About the Work Unit:

The Department of Development and Alumni Relations (DAR) assists Vanderbilt University in securing the resources, both human and financial, that are required to achieve its mission and goals. The Department is responsible for the engagement, identification, cultivation, solicitation, and stewardship of individuals and organizations whose charitable objectives are consistent with those of Vanderbilt University’s teaching and research programs. You can visit our website for more information:  https://www.vanderbilt.edu/dar/

Key Functions and Expected Performance: 

• Coordinates complex campaign-related events by working closely with the Campaign Events Manager, campaign leaders, university colleagues, and external consultants to design systems to plan, organize, and execute various campaign events, including large roadshows and intimate gatherings.

• Partners with marketing and communications to construct invitation collateral and schedules and delivers other event-related content to improve attendance and engagement.

• Manages guest lists, tracks event RSVPs, records accurate information in the event tracking platform, produces nametags, and oversees on-site registration.

• Assist in overseeing event logistics including vendor coordination, venue setup, A/V and catering arrangements, guest experience and overall flow to ensure every event runs smoothly and professionally.

• Assists in implementing complex processes for event logistics, including:

           Coordinating complex vendor coordination

           Ensuring venue setup

           Integrating A/V and catering arrangements

           Improving guest experience and overall event flow

• Develops event timelines, forecasts budget projections, determines final expense reconciliation, and conducts post-event reporting and analysis in collaboration with Campaign Events Manager.

• Supports the Campaign Events Manager in identifying opportunities for venue selection and vendor management activities.

• Facilitates preparation of briefing packets for campaign events.

• Trains and onboards event staff and prepares training materials for staff supporting event responsibilities.

• Assesses event success by interpreting feedback from university colleagues and stakeholders.

• Applies complex travel logistics, capable of traveling 2-3 times per month, 12-72 hours at a time, adapting to seasonal event schedules.

• Performs other duties as assigned.

Supervisory Relationships:

• This position has no direct supervisory responsibility.  However, will supervise onsite staffing for assigned events.
• This position reports administratively and functionally to the Campaign Events Manager.

Work Environment: 

• This is a hybrid role based in Nashville.  The expectation is for this position to be on campus 1 day per week or more depending on business needs and/or scheduled events. 

Education and Certifications:

• Bachelor’s degree, or the equivalent, is necessary

Experience and Skills:

• Four years of relevant event experience, or the equivalent, is required<