Associate Director of Special Events (Advancement)

Duties & Responsibilities

• Assist the Special Events team in planning and executing annual roster of department events in-person, hybrid, and virtual formats (~30 events annually), including the department’s largest events: Reunion and Leadership Assembly
• Independently direct and manage select small and mid-sized department events in collaboration with Giving team partners (~10 events annually), as assigned by the Director of Special Events
• Spearhead new events, as demand needs on behalf of the department
• Collaborate with College partners for College-wide events, including by not limited to: Commencement, Board of Trustee meetings, Building Groundbreakings and Grand Openings, Presidential Inauguration, etc.
• Manage relationships with internal and external event partners throughout the planning process: Barnard Events Management, caterers, facilities, A/V, Public Safety, etc.
• Create and manage event communications, event websites, event registrations, and event collateral. Spearhead approval process for all event materials
• Manage event logistics and staff day-of events, for in-person, hybrid, and virtual events
• Build and manage event budgets, in conjunction with event partners
• Research, negotiate with, and secure external vendors
• Manage payment and contracting process for team vendors, as needed
• Communicate regularly with board members, donors, and volunteers regarding event planning and logistics
• Secure and supervise student workers and volunteers, as needed
• In the absence of the Senior Associate Director of Special Events, assume increased responsibility
• Administer administrative and tracking responsibilities on behalf of Special Events team and event partners
• Act as resource for the department by serving as subject matter expert for event planning and logistics best practices
• Perform additional duties and responsibilities, as needed or as assigned

Skills, Qualifications & Requirements

• Must be able to multitask, prioritize, and maintain organization
• Outstanding attention to detail
• Ability to analyze existing processes and suggest improvements
• Motivated, positive, proactive, innovative, and collaborative with strong attention to detail, and a solution-oriented mindset
• Outstanding customer service skills
• Able to adhere strictly to rules regarding confidential information
• Excellent oral and written communication skills
• Computer proficiency including, but not limited to Microsoft Office, and spreadsheets
• Able to interact with the public with diplomacy and tact in a high pace environment
• Able to work independently and collaboratively, in a goal-oriented team environment
• Must be able to work nights and weekends and outside standard business hours, as needed
• Ability and willingness to travel domestically
• Must meet the department’s core values of collaboration, aspiration, transparency, respect, accountability, and trust

Qualifications

• Bachelor’s degree with 2-5 years of experience or equivalent professional experience
• Demonstrated ability to juggle multiple priorities with meticulous attention to detail
• Financial acumen, in particular, experience with budgets

Preferred Qualifications

• Demonstrated experience planning and executing high-level, complex events
• Familiarity with Salesforce and/or Blackthorn
• Familiarity with fundraising