Event Manager

About the role

The Event Manager coordinates, prepares, and assists with events scheduled through the campus event scheduling software and owns the College vehicle reservation and booking calendar, including maintenance scheduling and vendor/repair records. During events, this position directs event staff, student workers, and outside vendors involved in setup, execution, and teardown; athletic events typically fall outside this role's scope. The position also provides backup coverage for monthly custodial supply inventory counts, reconciling work orders with on-hand levels, confirming accuracy of monthly orders, and assisting with restocking upon arrival of orders. The role reports to the Executive Director of Grounds and Maintenance and coordinates with the College's Risk Team on event safety, liability, student roster considerations, and vehicle risk management.

Responsibilities

• Coordinate, prepare, assist with, and set up all events scheduled through the campus reservation system, ensuring cleanliness and readiness of event areas.
• Direct event staff, student workers, and outside vendors during event setup, execution, and teardown.
• Quickly troubleshoot and resolve issues that arise on the day of an event to minimize disruption and maintain client satisfaction.
• Oversee client experience through post-event reviews, gathering feedback to inform continuous improvement of event operations.
• Attend and support the execution of major College and Foundation scheduled events.
• Coordinate event scheduling in advance to distribute event coverage reasonably rather than requiring attendance at all events.
• Own and manage the College vehicle reservation and booking calendar for departments and employees.
• Provide training to the campus on appropriate procedures for the reservation system and vehicle usage.
• Coordinate routine maintenance, repairs, and inspections for College vehicles with outside vendors or service providers, and maintain resulting maintenance, service, registration, and insurance records.
• Coordinate with members of the College's Risk Team, including the VP of Finance, Human Resources, and other relevant personnel, on event safety, liability, student roster, and vehicle risk management matters.
• Serve on committees, attend support and professional meetings, provide consultative services within the College, and participate in College and community activities and events, as necessary.
• Be on call for event-related emergencies.
• Prepare annual goals and objectives along with personal goals and objectives for professional growth and development.
• Serve as backup for monthly custodial supply inventory: complete electronic work orders for inventory controls, assist with counts to confirm ordering accuracy, and assist with restocking once orders are received.
• Perform other duties as assigned.

Requirements

• Minimum of five (5) years of relevant event planning and/or customer service experience with private and public entities.
• Commitment to excellent customer service, including a courteous and solution-oriented approach when working with internal departments, external groups, and the public under time pressure.
• Commitment to teamwork and process leadership.
• Excellent oral, technical, and written communication skills.
• Demonstrated proficiency in multitasking, organizing, and planning, with attention to detail, including the ability to manage multiple concurrent events and coordinate with support staff across departments.
• Strong computer skills, with demonstrated Excel and Outlook proficiency and the ability to quickly learn complex event scheduling, reservation, and work order systems.
• Demonstrated ability to manage budgets, including tracking expenditures, forecasting costs, and ensuring events and vehicle operations stay within allocated funds.
• Responsibility for vehicle safety compliance, including ensuring vehicles meet applicable safety standards and enforcing company driving policies.
• Valid driver's license with a clean driving record and ability to coordinate vehicle maintenance and repair scheduling with outside vendors.

Preferred Qualifications

• Able to manage resources, materials, and inventory equipment utilized during events.
• Experience directing or coordinating the work of staff, student workers, or vendors during events.
• Experience managing a vehicle reservation or booking system, including willingness to stay current on the system and provide training to others.
• CDL with passenger endorsement within a year of employment, preferred but not required.

Skills

Strong computer skills with Excel and Outlook proficiency; ability to learn complex event scheduling, reservation, and work order systems; multitasking, organizing, planning; attention to detail; budget management; communication; teamwork.

Schedule

The schedule requires some evenings and weekends for scheduled events, plus availability for emergencies. Event coverage is scheduled and distributed in advance rather than defaulting to full-day attendance at every event. The position is expected to attend and support the execution of major College and Foundation scheduled events.