Assistant Director of Event Operations

Description

Southwestern University, located in Georgetown, Texas, has an immediate opening for an Assistant Director of Event Operations. This position coordinates, implements and manages external events and provides events support to other divisions of the University at large.  Serves as liaison between the client and multiple campus departments to ensure a successful event.  Works primarily Monday through Friday during normal business hours; however, availability to work evenings and/or weekend hours is required.  We offer a flexible schedule to accommodate a 40-hour work week. This is a full-time, fully benefited, exempt position.

Primary Duties:                                             

• Coordinates, directs, facilitates and organizes external events on campus as assigned including but not limited to Presidential events, Board of Trustee events, and academic convocation.
• Serves as liaison for logistical support, catering services, décor, security and audiovisual services for events.
• Provides proper management of client’s expectations, anticipate pop up issues and take immediate action to resolve an issue.
• Ensures accurate and timely invoicing for all services rendered, and recording events in Bonfire & shared drives.
• Communicates with various departments regarding event details to ensure successful staffing.
• Develops and distributes monthly event orders and planning documents to all departments.
• Manages all external events on campus including but not limited to weddings, cultural events, concerts, musical performances, camps, meetings and lectures.
• Plans, implements and oversees the daily logistics of summer camps, train and supervise summer camp assistants.
• Develops ongoing working relationships with outside vendors.
• Utilizes and books events using Series 25 (Scheduling System).
• Serves on University and community committees as requested and when possible.
• Assists other departments as needed in executing sponsored campus events.
• Performs other duties as assigned.

Qualifications

Position Requirements: 

• Experience working in an educational institution with event planning.
• Bachelor’s degree required from an accredited college or university.
• Two years of relevant experience, strong operations background and organizational skills.
• Possess excellent interaction and communication skills (verbal and written).
• Excellent computer skills utilizing software such as Microsoft Word, Excel, and Google Docs.
• Possess independence, integrity, and ability to work in a team environment.
• Demonstrates professional attitude and team spirit and strong attention to details.
• Demonstrates leadership skills, including a strong work ethic.
• Willingness to adhere to the University’s core values.
• Possess excellent interaction and communication skills (verbal and written).
• Have knowledge, understanding, and acceptance of cultural differences and the diversity within the campus and community.
• Demonstrates professional manners with all internal and external University constituencies.
• Ability to be flexible, adjust to fluctuating priorities, and produce reliable work products.
• Proven ability to perform well in stressful situations.
• Understanding and commitment to a liberal arts education, including the ability to relate to a liberal arts faculty.
• Ability to attend work consistently and maintain a regular work schedule.

Southwestern University offers competitive salary and benefits including health, dental, life, long term disability, retirement, paid holidays, vacation, sick leave, under graduate tuition assistance for yourself and your dependents, access to athletic facilities, free parking and discounted meal rates.  Southwestern University is a selective, undergraduate institution committed to a broad-based liberal arts, sciences, and fine arts education. Southwestern University is deeply committed to fostering a diverse educational environment and especially encourages applications from members of groups traditio