Assistant Manager of Events

Assistant Manager of Events

Palm Beach Atlantic University - West Palm Beach - West Palm Beach, FL 33401

Position Type Full Time Education Level 4 Year Degree

In support of the university's mission and objectives, the Assistant Manager of Events leads assigned events from planning through execution and follow-up, managing components such as timelines, vendor relationships, stakeholder communications, and logistics. This role makes key decisions regarding the planning and execution of assigned events in partnership with leadership and the broader Advancement team. This position also provides event planning expertise and logistical support to other departments for their major events such as employee gatherings, conferences, board meetings, and special guest speakers.

Leads assigned events from beginning to end, including planning, coordination, on-site execution, and post-event follow-up.

Creates event plans and makes decisions regarding event execution, including event goals, invite lists, venue, catering, dcor and entertainment details, printed materials, personnel assignments, timelines and deadlines, on-site management, general operations, and event follow-up.

Leads and manages events involving annual relationship-building and fundraising on campus and at local venues, alumni and parent gatherings on the university campus, donor relations lunches and dinners, groundbreakings and building dedications, special guest speakers, and other events.

Manages vendor relationships and event-related services such as coordinating event setups, catering, parking, and other key details with appropriate staff for event setups both on and off campus, adjusting and resolving issues as necessary.

Collaborates with the marketing team for design and execution of creative elements.

Maintains RSVP lists and ensures smooth communication with attendees as well as organization of all attendee details.

Collaborates closely with marketing and development teams to ensure communication timelines are met and key information on donors or prospective donors is catalogued into the appropriate database.

Maintains a high standard of excellence for event execution and outstanding service to event guests, as well as ensuring a collaborative atmosphere amongst vendors and support staff.

Ensures excellent communication amongst internal teams so that all aspects of the event are well understood and operate efficiently.

Provides direction to student employees, vendors, volunteers, and other event support personnel during assigned events and makes real-time decisions necessary for successful event execution.

Supports other departments e.g. Office of the President, LeMieux Center for Public Policy, Titus Center for Franchising, etc. by providing event planning guidance and leading assigned elements of their events: venue management, catering, dcor, parking, creative elements management, coordination of live production needs, and volunteer or staff assignments as needed.

Serves as a resource to departmental partners regarding event planning, logistics, timelines, and execution and recommends solutions based on event needs and university standards.

Provides training on event software management so department point-of-contacts can manage RSVP lists and guest information.

Assists with evaluating event processes and recommends improvements to enhance efficiency, guest experience, and overall event execution.

Other duties as assigned.

Bachelor's degree in business, communications, hospitality, or other related field, required.

2+ years of relevant experience in event planning, event management, coordination, development, or other related field, required.

Ability to operate a PBA vehicle, equipment, or transport groups of students, including operating a van, car, golf cart, utility vehicle.

Must possess a valid U.S. driver's license.

Ability to travel 10% of the time.

Ability to work non-routine hours during certain times of the year.

Ability to sit for prolonged periods of time.

Ability to traverse campus and stairs.

Ability to lift/move objects up to 50 pounds.

Palm Beach Atlantic University