Event Project Manager

Event Project Manager

The Event Project Manager supports the planning, coordination, and execution of Highlands College events and third-party events hosted on campus. This role ensures that every event reflects excellence through detailed logistics, creative collaboration, and exceptional hospitality, while maintaining alignment with the mission and values of Highlands College.

Essential Functions and Responsibilities

Highlands College Events

• Assist with the planning, logistics, and execution of high-quality events, ensuring excellence in every detail.
• Plan and execute college events, including but not limited to: Highlands College Snapshot, Welcome Week, Chancellor's Breakfast, Family Weekend, Veterans Day Celebration, Highlands College Leadership Conference, Commencement Ceremony, The Torch Awards, In-Residence Day.
• Develop detailed timelines, playbooks, and schedules for each event.
• Coordinate event logistics.
• Collaborate on event themes, décor, and creative elements.
• Serve as the primary point of contact for internal teams and vendors for assigned events.
• Ensure consistent communication and alignment with all stakeholders throughout the planning process.
• Facilitate planning meetings, provide event updates, and proactively address potential challenges.

Third Party Events

• Assist with all third-party events hosted by Highlands College. Communicate to all necessary Highlands College Teammates for awareness. Submit third-party event requests and communicate relevant information to internal stakeholders. Create and maintain a high-level and in-depth event overview.

Other Responsibilities

• Develop and maintain strong relationships with vendors, ensuring high-quality service and cost efficiency.
• Assist with event budgets, including expenses, credit card charges, check requests, reimbursements, and vendor payments.
• Collaborate with the Church of the Highlands Events Team on joint events and special projects.
• Keep internal teams and key stakeholders informed throughout the event planning and execution process to ensure alignment across the College via electronic task management systems.
• Other reasonably related duties as requested.

Requirements

• Excellent communication and organizational skills with attention to detail.
• The ability to analyze information and make critical decisions using independent judgement.
• Warm and hospitable, able to engage with guests, retaining details for future visits.
• Ability to interact with guests professionally and effectively.
• Strong decision-making and problem-solving skills.
• Excellent time management, ability to multitask, and capability to prioritize duties to ensure all things are completed in a timely manner.
• Must be able to adapt to changing circumstances and demonstrate critical thinking in a fast-paced environment.
• Strong attention to detail in providing an exceptional experience for guests for the Office of the President.
• Affirm and uphold the Statement of Faith, core values and DNA of the College, exemplifying all by word and lifestyle.

Education & Experience

• Associate or bachelor's degree in related field preferred.
• Experience in hospitality and event planning and management, with experience in research, negotiating contracts and vendor relations.
• Proven track record creating hospitable environments and successful events.
• Experience working with colleagues in creative, marketing, and communications.
• Experience leading in a ministry settings.
• Proficient in Microsoft Office and project management software.
• Able to apply technology and innovation to improve efficiency and solve problems.
• Exposure to and passion for Highlands College and Church of the Highlands' vision.
• Knowledge of all essential aspects of Highlands College.

Personal Characteristics

• Commitment to: Love God, Love People, Choose Joy, and Pursue Excellence.
• Ability to remain resilient and life-giving under pressure.
• Excellent discernment and discretion.
• Be actively engaged in ministry at Church of the Highlands and Highlands College.

Extent of Public Contact

• High exposure to donors, trustees, special guests, students, and team members.

Physical Demands

• Moderate exposure to physical Frequent standing, walking, balancing, stooping, crouching, climbing, kneeling, and lifting up to 20 pounds required.