Assistant Director of Special Events, Duke Alumni Engagement and Development (AED)

Occupational summary

Reporting to the Program Director of AED Special Events the Assistant Director will plan and execute events and special programs to engage, cultivate and steward alumni, parents, students, and friends of the University.

 

Job Responsibilities

Event Management

• Design, plan, and coordinate live and virtual events as assigned by the Senior Director. These events include, but are not limited to dinners, luncheons, and receptions, as well as advisory board and committee meetings, conferences, affinity group events and lifelong learning programs.  Specific duties:
• Develop and manage planning timelines for assigned events that facilitate efficient and timely collaboration with other staff.
• Delegate to the Program Coordinator or Staff Associate, logistical details and tasks involved with more complex events.
• Evaluate and provide input on event program content for live and virtual events Enlist and choose faculty speakers as needed. Facilitate program rehearsals and coach presenters to optimize performance.
• Select, arrange, and support event technology needed for live, virtual and hybrid events, whether staffing event execution internally or in partnership with audiovisual production vendors.
• Select and collaborate with caterers, entertainment, and event décor vendors to create event experiences that reflect the university and departmental standards and the event goals.
• Evaluate, select, and arrange venues and guest accommodations. Arrange individual travel plans for guests and/or speakers and group transportation and parking.
• Travel to off-campus venues to conduct site visits as appropriate and coordinate events.
• Determine and coordinate staffing needs for event execution.
• Liaise with leadership, speakers, staff partners, guests, and vendors at events.
• Develop and execute, if necessary, contingency plans for emergency or severe weather situations.
• Trouble-shoot operational issues related to events and exercise independent judgment to accommodate and/or resolve constituent concerns.
• Assist with the planning and production of more complex events such as presidential events, campaign events, signature regional events and donor recognition events under the direction of the Director and/or the Senior Assistant Director.
• Follow team standards for event processes, communications, and documentation

 

Communications

• Connect internal and external constituents with events.
• Design, write, and coordinate print and digital event communications, including online registration sites, formal and informal invitations and follow up correspondence.
• Design, write and coordinate production of event programs and brochures. Oversee design and production of menus, place cards and nametags.
• Oversee the coordination of event mailings including reviewing mailing lists for accuracy and providing updated information to the data team.
• Coordinate event mailings including management of data, mail merges and printing of envelopes, as well as obtaining appropriate postage.
• Manage and track invitations and responses.
• Research and prepare background information, introductory remarks and talking points for special events as appropriate.
• Communicate all logistics and background in written form with event plans and briefings for participating development staff, speakers, event partners, vendors, and hosts.