Shire Jobs

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $75,000 - $84,000

Position Summary

Reporting to the Associate Director of Events Management, the Assistant Director is responsible for managing the planning and reporting to the Associate Director of Events Management, the Assistant Director is responsible for managing the planning and implementation of a broad array of internal and external facing non-academic events in the following areas (as assigned): Academic Affairs (i.e. masters and non-degree programs), Student Affairs (i.e. Student Life and Career Design Lab); Alumni Affairs and Development; Administrative Affairs, and the Office of the Dean.

The Assistant Director will plan, organize, and execute activities related to SPS events and programming, creating an optimal client experience through high-level customer satisfaction. They will propose tactics for assigned events and act as project managers of the event planning and implementation pipeline while working closely with relevant stakeholders, vendors, and partners. Depending on the event, responsibilities may include, but are not limited to defining the experience for guests (e.g., students, prospective students, alumni, and faculty) through event development; managing cross-departmental event planning activities and deadlines through the use of project management tools and templates; full spectrum event preparations and implementation, including utilization of event software for event execution; development of budget estimates and reconciliations; and reporting on event data as required.

Responsibilities

Provide support for events and programming (90%):

• Autonomously and under the supervision of the Associate Director of Events Management, coordinate and manage all phases of planning (from concept through implementation) for programming ranging from small-scale gatherings to high-profile, large-scale, and impactful events.
• Provide project management event planning support through the use of assigned project management tools and templates to effectively and efficiently plan and execute events and programming, and support cross-departmental planning transparency.
• Work with relevant stakeholders to assemble and manage the event planning project team, schedule regular planning meetings, and follow up on deadlines and deliverables.
• Manage the preparation and execution of events to meet the quality expectations of the various constituents, including but not limited to researching and booking space (on/off campus); negotiating contracts; creating event project plans and minute-to-minute timelines; identifying staffing needs and volunteer assignments, and training volunteers (as needed); hiring and supervising temporary technical and event personnel; arranging food and beverage service; ordering supplies and audiovisual equipment; developing signage, branding, and appropriate decor; creating name badges/tent cards; tracking inventory and packing; and coordinating preparation and dissemination of event materials and senior level briefings, and serving as onsite implementation lead.
• Develop registration pages, create and manage RSVP lists, produce periodic progress reports, and prepare post-event data and reports at the conclusion of events.
• Manage event promotion via internal and external calendars.
• Ensure consistent brand messaging through the strategic use of branded standing banners, signage, table runners, lighting, swag, and gifts, and assist program and departmental stakeholders with the acquisition of event-related branded materials, as needed.
• Perform on-site event management, managing the implementation team, vendors, and volunteers, as well as executing and troubleshooting location setup.
• Serve on event planning committees, and act as logistical lead on elements as assigned.
• Provide on-site support for additional events within the portfolio, as needed.
• Manage vendor relationships, communications, and contracts.
• Manage relationships with both internal and external planning partners, and liaise with senior leadership and high-profile stakeholders as needed.
• Ensure adherence to SPS Finance protocols by tracking event finances, creating budget estimates, reconciling budget actuals, facilitating check requests, invoicing, and generating reports.
• Assist program or departmental stakeholders in closing out all events as required including reviewing invoices, and budget consummation to assist in future planning.
• Provide event consultation and recommendations for internal SPS stakeholders, as needed.
• Research event locations and strategies to support informational and database development.
• Assist in event-related research, reporting, and technology integration as needed.
• May be responsible for supervising the work of one (1) or more employees.

Perform other duties and participate in related projects as needed (10%)

Minimum Qualifications

• Bachelor's Degree and/or equivalent related experience required.
• 3 years of related experience.
• A resume and cover letter with salary requirements must be submitted for this position.

Preferred Qualifications

• Experience in project follow-through, from conception to completion.
• Self-directed and motivated.
• Ability to change direction with skill and willingness when circumstances demand.
• Ability to anticipate event needs and respond accordingly.
• Ability to effectively communicate (both verbally and in writing) and collaborate with a diverse group of people serving in a variety of job functions.
• Familiarity with social media outlets and strategy, as well as brand management.
• Successful relationship manager, including the ability to liaise with high-profile (c-suite level) event stakeholders.
• Knowledge of event planning and project management technologies (e.g., Cvent, Eventbrite, Smartsheet, Airtables).

Other Requirements

• Excellent interpersonal, oral, and written communication and organizational skills are required.
• Exceptional attention to detail and the ability to perform non-routine work with changing priorities and collaborating parties.
• Project management experience and familiarity with project management systems.
• Experience handling, prioritizing, and executing multiple projects accurately and providing high-quality results while maintaining high customer service and professionalism in a fast-paced environment.
• Computer literacy including proficiency in word processing, spreadsheets, Google Suite, and email required.
• Weekend and evening work required.
• Domestic travel is required.