Assistant Director of Events

Assistant Director of Events

Case Western Reserve University Cleveland, OH

Assistant Director of Events

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $23.68 per hour, depending on qualifications, experience, department budgets, and industry data. Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Position Objective

The assistant director of events is responsible for executing centralized alumni events and programs that communicate and celebrate Case Western Reserve University's achievements, priorities, and impact of philanthropy. The assistant director provides direction and support for special event functions, which include campus service management, budget/invoice coordination, meeting management, list management and daily office operations. Work involves contributing to the larger department's programming and independent judgments and decisions to execute events. This position, which reports to the director of events, programs and reunions, involves regular and extensive interaction with university administration, donors, trustees, community leaders, faculty, staff, students, and alumni of CWRU. This position has extensive contact with external vendors to schedule and provide services needed to implement successful events.

• Manage alumni events and programs and ensure seamless execution. Provide recommendations for list management, seating strategy, agenda, menu planning, etc. Manage budget account(s) assigned to the Alumni Relations department for events supported by the department. Maintain accurate records of event expenditures, pay bills in a timely manner, and provide final accounting for all event expenses. Assigned events include celebrations, receptions, luncheons, award ceremonies, meetings/dinners, and virtual and in person alumni engagement programming. Interact extensively with alumni volunteers and staff to develop and implement ideas for events and programs that increase alumni engagement. Manage event follow-up including sending thank you notes, recognition items, photographs, and keepsakes as appropriate. Interact with Advancement Services staff to capture event registration and attendance data into CRM. Develop strong relationships with alumni association board members, alumni chapter leaders, and Alumni Relations colleagues to meet goals and objectives of the University Relations and Development division and the university in general. (60%)
• Collaborate with the associate vice president and director of events, programs, and reunions to prioritize the department's event strategies. Assist the associate vice president and director in planning various and complex alumni events and programs on and off campus hosted by the university, the alumni associate board and alumni chapter leaders, and other constituent groups. (35%)

• Collaborate with and assist the associate vice president, director, and Alumni Relations colleagues with the planning and execution of all programs and events as needed on or off campus to ensure seamless execution. (5%)

Perform other duties as assigned.

Contacts: Department: Contact with associate vice president, directors, and all alumni relations staff as required to perform essential functions. University: Contact with senior level administrative staff, senior staff in colleges and management centers, University Relations and Development staff, and faculty as required to perform essential functions. External: Contact with friends of the university, corporate, foundation and community leaders, donors, alumni, and outside vendors and consultants as required to perform essential functions. Students: Contact with students and student volunteers as required to perform essential functions. Supervisory Responsibility: No direct supervisory responsibilities. May supervise volunteer and/or contract staff as required by event needs.

Experience: 3 or more years experience in event planning/management, public relations, or related field; experience in higher education desired. Education: Bachelor's degree required.

• Proven ability to identify problems and deliver appropriate responses to complex issues involved in university protocol and event management.
• Commitment and attention to quality, detail and appropriate protocol are essential.
• Good political judgment and sensitivity, the ability to view events in a larger context, and the wisdom to know when it is appropriate to elevate problems - with recommended solutions - to senior leadership are vital.
• Demonstrated ability to cultivate and sustain collaborative working relationships through flexibility, tact, approachability, and responsiveness.
• Proven ability to maintain good client relations and strong teamwork among various groups with an upbeat attitude and sense of humor are important for this role.
• Proven experience with budget management is preferred.
• Ability to discreetly handle sensitive information is essential.
• Demonstrated excellent writing, communication and interpersonal skills are necessary, as is ability to interact with various internal and external constituencies. Ability to interact with colleagues, supervisors, and customers face to face.
• Computer proficiency (including Microsoft Office) and the ability to learn new programs.
• Ability to meet consistent attendance. Ability to work outside of regular office hours on a regular basis, including evenings and weekends
• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.

WORKING CONDITIONS General office working environment. Must be able to work outside of regular office hours on a regular basis, including evenings and weekends. This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form. Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information. Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at View phone number on click.appcast.io to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.