Director, Special Events

Description

Responsibilities

• Create unique and strategic guest experiences for the alumni, donors, and friends of Purdue University.
• Independently plan and stage high-level events, on and off campus, designed to serve Purdue University and Purdue for Life’s engagement and advancement missions.
• Establish clear, measurable goals and desired outcomes for each assigned event, and implement a comprehensive, strategic approach to ensure successful execution. Ensure that the Vice President, Special Events is well-informed regarding event logistics, communications and any relevant information pertaining to assigned events.
• Lead and foster effective collaboration among key functional areas within Purdue for Life, including, Engagement, Development, Colleges, JPC etc.
• Lead joint efforts with Purdue for Life Marketing and Communications, Purdue Brand Studios, and relevant Colleges/Units to ensure marketing strategies align with and achieve event goals.  
• Support and execute the direction of the Special Events Team as led by the Vice President, Special Events and Purdue for Life priorities.
• Work as part of a centralized events team to reach team goals.
• Evenings, weekends, and travel are required as assigned.

• Independently lead with site location, contract negotiation, food and beverage management, event logistics, budgeting, and on-site management.
• Delegate tasks, provide guidance, and review the work of team members assigned to support events including supervising their roles during events when needed.
• Identify opportunities for new and innovative ways to produce events in support of assigned events.
• Oversee the development of event communication pieces e.g., emails, letters, forms, packets, registrations, invitations, reminders, pre-event emails, printed programs, PowerPoint slides, screen dress, etc.
• Manage the development of invitation mail files with various criteria.
• Oversee the development and finalization of seating assignments; review and approve head table arrangements in collaboration with event staff, ensuring timely communication to designated university staff to support event preparation.
• Lead in the creation and execution of run of shows for assigned events.
• Prepare and distribute detailed event outlines and run of shows to key stakeholders and university staff in advance.
• Oversee the event budgets for assigned events.
• Build and sustain strong partnerships with vendors.
• Resolve elevated onsite problems/issues with input from vendors with an understanding of safety/security issues, guest satisfaction, and University liabilities.

• Collaborate with the Executive Assistant, Special Events to ensure accurate and timely processing of invoices, billings, and work orders.
• Perform other administrative and event-related duties as assigned.

• Supervise, train, and hold 1-3 direct reports accountable for delegated tasks, ensuring quality and timely completion of assignments.
• Make hiring and termination recommendations and provide ongoing training and performance feedback to direct reports.
• Offer guidance and support to other team members as needed; serve as a resource and leader within the centralized events team.
• Lead, motivate and support a large team within a fast paced and demanding environment; including setup and implementation of best practices to be upheld by all team members.
• In collaboration with the Vice President, Special Events assist in decisions/recommendations for hiring, terminations, pay adjustments, promotions and training of direct reports as well as performing other supervisory duties.
• Supervise event staff when on event site.

Required Skills, Knowledge and Abilities

• Ability to learn new skills and procedures, and be receptive to guidance and feedback.
• Must possess a working knowledge of event logistics, including scheduling, setup, and vendor coordination.
• Must maintain a positive, solution-focused attitude and demonstrate a collaborative approach to team efforts.
• Ability to work under pressure and with frequent interruptions.
• Ability to multitask and be detailed oriented.
• Excellent verbal and written communication skills.
• Excellent computer skills, including Microsoft Word, Excel and Internet.
• Must demonstrate excellent leadership along with strong planning/organizational, problem-solving, project. management, customer relations, and critical thinking skills.
• Ability to assess situations and resolve issues quickly and effectively with sound judgement.
• Must be familiar with basic budgeting concepts and capable of tracking event related expenses accurately.
• Ability to influence and build work relationships among a diverse workforce at all levels.
• Must have experience supervising volunteers or temporary staff, including assigning tasks and providing direction.
• Capable of articulating the strategic mission of Purdue University and the Purdue for Life Foundation with tact and diplomacy. 
• Knowledge of event industry standards.
• Must be able to handle confidential information.

Required Education, Experience and Benefits Summary

• Bachelor's degree required.
• Four years of experience in event management and planning required.
• Supervisory experience preferred.
• Experience in higher education or other non-profit organizations preferred but not required.

• 10 paid holidays per year.
• Accrue up to 22 vacation days a year.
• Traditional pre-tax 403(b) and Roth retirement plans available.
• 10% employer contribution to your retirement plan and immediate vesting.
• Health Savings Account- earn up to $700 annually towards medical expenses.
• Employer funded Preventative Dental and Vision insurance. 
• Tuition discounts on eligible programs at Purdue University and Purdue Global for qualified employees, spouses, and dependents.