Associate Director of Events

Detailed Job Listing:

job family: managerial and professional  

STARS Requisition: 44230BR
University Job Title: Coordinator 4
Department Job Title: Associate Director of Events  

Grade: 23

Position Focus: 

Responsible for the oversight and management of all events produced by Yale SOM Development and Alumni Relations (DAR).  Plan and execute successful top-quality events that enhance the relationship between Yale SOM and its prominent alumni and friends in New Haven, throughout the United States and abroad.  Reports directly to the Managing Director of Alumni Relations, but oversees events produced across DAR, including Development and Board Relations.

Essential Duties: 

  1. Develop and maintain all event-related processes, checklists, project intake and closing tools with the goal of delivering strategic and first-class events that advance relationships with the school.
  2. Responsible for allocating department program coordinator resources across event-related tasks, including assignment of staff to specific events based on skill level and workload.
  3. Independently manage event-related logistics for the highest level events including, but not limited to, Donaldson Fellows program, Alumni Leadership summit, SOM board meetings, donor cultivation/recognition events, and chapter events for which DAR is responsible, including events involving the Dean or other major events. Ensure smooth functioning of all events by coordinating, researching, negotiating, securing, creating and/or selecting all event logistics including venue, guest list, mailings, print materials, catering, audio/visual, room décor, parking/transportation arrangements, hotel accommodations and payment of invoices. 
  4. Create, develop and implement program content for events and coordinate talking points for speakers, as assigned. Act as a liaison with speakers throughout the planning process.
  5. Act as on-site manager and key contact for guests, development officers and other university units/personnel. With independent judgment, resourcefulness and grace under pressure, quickly identify problems and resolve situations without impacting guests or University representatives. Supervise all staff on-site at events.
  6. Work closely with the DAR leadership team, the Dean’s Office and other senior staff throughout the event planning process to achieve the strategic goals of the event.
  7. Work closely with SOM/Evans Hall event team and Facilities staff to coordinate logistics for all events and ensure adherence with standards for DAR events.
  8. Develop overall budget for Events unit and compile individual events budgets as assigned.
  9. Supervise the hiring of all on-site student workers each year and oversee the training of all student employees.
  10. Manage the maintenance of the events internal calendar and quickly answer questions in absence of assigned staff.
  11. Oversee the continual updating of the event rooms database system and quickly answer questions in absence of assigned staff.
  12. Develop departmental processes and systems, such as guest response tracking, budget monitoring and sharing of event information with key shareholders.
  13. Oversee all vendor, support staff and other necessary parties to ensure set-up of meeting sites, delivery materials, and adherence of schedules and comfort of guests.

Required Education & Experience: 

Bachelor’s degree and two years of related experience or an equivalent combination of education and related experience.

Required Skills & Abilities: 

  1. Excellent interpersonal skills and ability to represent Yale appropriately with prominent guests and Yale officials.
  2. Ability to set and manage priorities and juggle multiple projects, moving them forward simultaneously.
  3. Resourcefulness in problem-solving and grace under pressure. Strong attention to detail. Excellent spoken and written communication skills.
  4. Proficient with Excel, Word, and database software.  Experience with development systems (Blackbaud) and CVent preferred.
  5. Availability during events, occasional evening and weekend work and limited travel required.

Preferred: 

Bachelor’s degree and at least seven or more years of event planning experience in a professional setting. Experience with development systems (Blackbaud) and CVent. Experience within higher education. Global orientation; experience working across countries and regions, and fluency in more than one language.

Competencies:

  • Customer Service Focus – Listening carefully to and understanding customers’ needs and proactively responding to those needs in a consistent and timely manner.
  • Teamwork/Communication – Working cooperatively to achieve common goals. Support cooperation, collaboration and the sharing of information.
  • Product Excellence – Provide the best quality product available and continuously upgrade standards to maintain quality.
  • Leadership – Provide direction and motivation to others through communication, modeling appropriate behavior, optimism and high achievement.
  • Innovative – Openness to new ideas and their implementation. Ability to react and adapt to changing situations appropriately.
  • Strategic Thinking – Recognize opportunities, identify critical, high pay-off activities and prioritize them to attain goals.

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