Associate Director of Events

Job Details Location: Forest Grove Campus - Forest Grove, OR 97116 Position Type: Exempt Job Category: Faculty and Staff Pacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close and nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship, and practice. At Pacific University, we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove and Hillsboro. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, and acquire and share knowledge. Salary Range: $58,000 - $65,000 Reports to: AVP for Marketing and Communications Overview The Associate Director of Events leads the planning, creative design, and execution of the university’s most visible and mission-critical Advancement events, including galas, presidential events, campaign-related events, donor stewardship gatherings, and namings and dedications. This role also partners with campus colleagues to support major campus-wide events such as commencement, lectures, and community-facing events. The Associate Director operates with autonomy and accountability, translating institutional priorities into high-impact, hospitality-driven experiences that strengthen relationships, build community, and elevate the university’s brand. Responsibilities Signature Event Strategy, Design & Creative Direction Leads the creative vision and experience design for high-profile Advancement and signature events (galas, presidential events, campaign-focused events, donor stewardship, namings and dedications, and other high-visibility moments). Develops event concepts that elevate the university’s brand, mission, and storytelling to create memorable, emotionally resonant experiences. Partners with University Advancement leadership, the President’s Office, and campus stakeholders to design experiences supporting fundraising, stewardship, and campaign objectives. Ensures events reflect a strong hospitality lens, prioritizing guest experience before, during, and after each event. End-to-End Event Leadership & Execution Provides end-to-end leadership from concept to post-event follow-up for assigned signature events. Oversees logistics including venues, production, catering, AV, décor, run of show, guest flow, accessibility, and on-site experience. Acts as lead on-site manager for major events, ensuring seamless execution and problem-solving in real time. Establishes event standards, templates, and best practices for signature Advancement events. Donor, Leadership & VIP Experience Designs and manages high-touch experiences for donors, trustees, university leadership, and distinguished guests. Collaborates with development officers, alumni relations, and corporate relations to advance donor cultivation and campaign goals. Works with the President’s Office and senior leadership to align goals, messaging, protocol, and hospitality standards. Anticipates VIP needs, protocol considerations, and relationship moments. Project Management, Budgets & Vendors Manages complex event budgets and ensures fiscal responsibility. Leads vendor selection, contract negotiation, and relationship management for signature events. Develops detailed project plans, timelines, and production schedules for multiple concurrent events. Ensures delivery of contractual obligations and service standards. Cross-Campus & Advancement Partnership Provides strategic partnership to Development, Alumni Relations, Marketing & Communications, and campus leaders to integrate events into broader engagement and fundraising. Collaborates with Facilities, Public Safety, and other departments for safety and operational excellence. Supports major campus-wide events while maintaining primary responsibility for signature Advancement events. Advises campus partners on event experience design for donor-facing moments. Evaluation, Innovation & Continuous Improvement Evaluates events using qualitative and quantitative measures (guest experience, engagement, fundraising impact). Uses data and feedback to refine formats and hospitality practices. Stays current on trends in hospitality and donor engagement, bringing fresh ideas to the portfolio. Secondary Functions Provides mentorship and creative direction to Assistant Directors, coordinators, and event staff. Contributes to campus-wide event frameworks and standards in partnership with University Advancement leadership. Supports select events outside of signature events during peak periods. Represent University Advancement in cross-campus planning conversations and committees as appropriate. Participates in professional development related to advancement events and experience design. Performs other duties as assigned in support of University Advancement. Job Scope Strategy, Creative Direction, Signature Event Ownership, and Sr. Leadership Partnership. Leads planning, independent judgment in complex events, and collaboration with senior leaders to align with institutional priorities. Manages cross-functional teams and external vendors to deliver cohesive, high-quality experiences. Represents the university brand and standards through event design and guest experience. Supervisor Responsibility Occasional Oversight: May provide guidance or task-specific oversight to student workers, interns, or temporary staff. Qualifications Required Education and/or Experience Bachelor’s degree from an accredited institution and a minimum of five years of progressively responsible professional experience in event management, hospitality, development, alumni relations, communications, or related field, or equivalent. Experience planning and executing complex, high-visibility events with senior leadership involvement. Strong project management skills to manage multiple large-scale events, timelines, budgets, vendors, and logistics; sound judgment in high-stakes decision-making. Proven ability to collaborate with senior leaders, campus partners, donors, and external stakeholders; strong verbal and written communication. Ability to work evenings and weekends and provide on-site leadership for major events. Required Qualifications Ability to work effectively with diverse constituents including students, employees, volunteers, faculty, alumni, donors, and community partners. Strong verbal, written, and visual communication skills; professional and welcoming representation of the university. Experience with project management, event management, and CRM/PM platforms (e.g., Airtable, Asana, Trello, Cvent, Salesforce, Raiser’s Edge, or similar). Experience managing event budgets, contracts, and vendor relationships. Ability to organize work, manage multiple projects, and coordinate complex processes across stakeholders. Ability to work independently and collaboratively in a fast-paced environment. Demonstrated critical thinking and sound judgment in problem-solving and decision-making. Ability to clearly communicate policies and expectations to diverse audiences. Preferred Qualifications Experience in higher education, advancement, fundraising, or a mission-driven environment. Experience leading signature events such as galas, presidential events, campaign events, donor recognition, namings or dedications. Ability to work with diverse constituencies across ages, cultures, and backgrounds. Training in hospitality or guest experience design; service excellence. Experience supervising or mentoring staff, student employees, or volunteers. Work Environment Primarily campus-based with significant on-site presence for high-profile event planning. Office duties plus on-site leadership during events. Flexibility to work evenings and weekends as needed. Dynamic, relationship-driven environment with frequent interaction with senior leaders, donors, vendors, and guests. Working Conditions Forest Grove campus with some travel to Hillsboro Campus. Evening and weekend work required. Office work with occasional physical duties such as bending, lifting up to 50 pounds. Some travel may be required. Hybrid/Remote Work Eligibility On-site only. Location: Forest Grove Campus. Schedule: Regular evening and/or weekend responsibilities. Travel: Some travel required. Physical Requirements Sedentary work; occasional lifting up to 50 pounds; visual acuity for interpreting information. Application Process To apply, upload your resume, cover letter, and three professional references along with your Paycom application. Only qualified applicants will be contacted for an interview. The selection process may vary and may take several weeks. Equity & Notice Pacific University is an Equal Opportunity Employer and is committed to complying with all applicable laws. Questions or complaints may be directed to the Vice President for Academic Affairs. Compensation & Benefits Generous paid time off including vacation, holidays, and sick leave Medical, dental, and vision plans; 100% in-network coverage after deduction Retirement contribution after one year of service Free mental health appointments Tuition remission for employees and dependents (Eligibility) On-campus benefits including access to facilities Discounts on campus services and gear Notice Pacific University makes employment decisions without regard to race, color, national origin, age, religion, disability, sex, gender identity or expression, sexual orientation, veteran status, or any other protected characteristic. Questions may be directed to the Provost. #J-18808-Ljbffr