Assistant Vice President for Event Strategy and Management
Spelman College

Position Title:

Assistant Vice President for Event Strategy and Management

Reporting to the Vice President for Communications and External Relations, this position leads the Office of Events Operations & Management and is responsible for the design and execution of a comprehensive events strategy that supports the mission, goals, and objectives of the College related to internally and externally facing stakeholders and the identification and generation of alternative revenue sources.

The Office of Events Operations & Management plans, coordinates, and executes high-profile, executive-level events for the College and advises departments, programs, and institutes regarding guidelines related to non-academic events and activities in College facilities and open spaces on campus. As a unit within the Communications and External Relations Division, the Office aims to uphold the standards and quality that are core to Spelman's brand and reputation for excellence.
The incumbent will provide strategic leadership, articulate event objectives and outcomes, and evaluate the efficacy of college-wide events and ceremonies. The incumbent will develop and disseminate information and guidance that faculty, staff, and students need to plan a successful event at Spelman College.

• Oversees and supervises office operations; monitor and develop budgets for the office and special events; supervise assigned professional staff and student personnel;
• Serves as chief planner and is responsible for the overall management of major college-related conferences and events. Event logistics are not limited to registration, catering, audiovisual, mailings, printing, volunteers, décor, entertainment, promotional items, gifts, hospitality, speakers, marketing, public relations, signage, VIP services, and insurance and liability issues and travel arrangements (including airline services, special rates, ground transportation, meeting facility, and concierge services);
• Collaborates, and in some instances coordinate, with key offices on the execution of signature events including, Homecoming, Christmas Carol Concert, Family Weekend, Founders Day, Reunions, Baccalaureate, Commencement, Presidential Inaugurations, Special Convocations.
• Develop and create strategies to produce college-related events and activities. Each event will consist of one or many of the following: timeline, production schedule, event resume, itinerary, and vendor contact list, etc.
• Serves as a key point of contact and critical partner on planning, developing, and implementing college-wide special events and programs: Institutional Advancement events, New Student Orientation, Welcome Back Week, high-profile/high-impact special events on behalf of the College, president and provost, and major conferences and keynote speaker events, and event and protocol arrangements for visiting dignitaries and delegations from around the world
• Manages and negotiates all requests for proposals (RFPs), contracts, promotions, media kits, sponsorship proposals, and other items as appropriate for significant conferences/events;
• Integrates efforts with facility reservations and establish policies for non-Spelman event requests and usage of space;
• Collaborates with the Associate Vice President for Strategic Communications and Marketing on developing marketing and communication strategies for special events and programs. Provide content and direct messaging so that event marketing materials (website, email communications, invitations, mailings, etc.) support the mission of each event and the college brand;
• Develops and maintains an expansive database of vendors and hospitality contacts that will provide quality services and goods that meet the College's expectations and regulations;
• Establishes and maintains campus-wide strategy, policies, procedures, and guidelines in producing events to assure event consistency in representing Spelman College at the highest standard and generate alternative revenue, as appropriate;
• Develops and manages budgets for signature events, including tracking of expenditures and processing all invoices associated with college-wide events under the auspices of the President and Vice President of External Affairs;
• Follows trends and developments in higher education related to Commencement and special events; look for opportunities to host events that advance the college and presidential priorities.
• Serves on various department, division, and college committees.

A bachelor's degree and a minimum of seven (7) years of job-related and progressive experience required. Previous supervisory experience is also required. Experience coordinating/planning events in an academic setting and developing a strategy for events, conferences, campus, and special programs as an alternative revenue strategy is a plus.

The incumbent must offer creative and innovative event-planning ideas. This position requires a strong customer service focus and excellent written, verbal, and time management skills. A professional demeanor that can interface with internal and external customers with diplomacy and tact is essential. Independent judgment is necessary to plan, prioritize, and organize a diversified workload with attention to detail. Work requires fact-finding and compilation skills, plus the ability to perform various tasks simultaneously.

Excellent oral communication skills are required when presenting information and responding to common inquiries or complaints from constituents of the College (trustees, executives, faculty/staff/students, foundations, alumnae). The Incumbent must be able to write business correspondence, memos, e-mails, policies. reports, and procedures. Also, must be able to read, analyze, and interpret documents such as contracts/RFPs, financial reports, and professional journals.

To perform this job successfully, an individual must be able to perform intermediate skills using Microsoft Office Suite (Word, Excel, and PowerPoint). In addition to producing correspondence, memos, and e-mails, duties may involve assignments that require creating spreadsheets with formulas, PowerPoint presentations, and using the Microsoft Office 365 suite of products, Banner Financial Module, and Internet navigation.

A master's degree preferred.

Certifications as CMP (Certified Meeting Planner) and /or CSEP (Certified Special Events Professional) to broaden the College's opportunities as an event management industry leader, is preferred.

A current Georgia driver's license is required.

While performing the duties of this job, the employee is regularly required to stand, walk, sit, use hands to handle office supplies, operate a computer, other office equipment, and various items necessary for hosting events, reach with hands and arms, taste or smell, talk, and hear. The employee is occasionally required to stoop, kneel, crouch, crawl, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus. For some events, excessive walking or prolonged periods of standing may be required.

Days

1% - 25%

Full-time

This position is eligible for a hybrid work arrangement.

Exempt

1

SC0690P

07/01/2024

Yes

Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus.

Due to the heightened risk of contracting COVID-19 and the spread of variants, Spelman College requires up to date COVID-19 vaccination of all faculty, staff, and students (collectively "Campus Community") that have job duties, attend classes, or are otherwise present on campus. You will need to submit proof of up-to-date COVID-19 vaccination: full vaccination and a booster (when eligible) or a single dose of the bivalent vaccine) prior to your first day on campus or you may seek a medical or religious exemption to the vaccination requirement by providing the necessary documentation to: Yemi Brown, PharmD Manager of COVID-19 Operations, at ibiyemibrown@spelman.edu. Upon receiving your Spelman Technology log-in credentials, please keep your vaccination or exemptions records up-to-date using Etrieve.