Associate Director Special Events

  • Loyola University Chicago
  • Chicago, IL, USA
  • Sep 21, 2019
Full time Education University

Job Description

Reporting directly to the Director of Special Events, the Associate Director of Special Events is an integral part of the Special Events team. The Associate Director of Special Events will be responsible for the creation, supervision, and implementation of University events for alumni, friends, trustees, and benefactors of the university in the Chicagoland area, regionally and at Loyola’s campuses. The individual will determine event strategy, oversee all aspects of event planning, recommend and reconcile budgets, develop marketing and promotion materials, and brief senior university stake holders. These events engage and recognize donors and other constituents and build relationships with alumni, prospects, supporters, donors, board, and committee members. This individual will have an understanding of the strategies and fundraising initiatives of the division in order to help guide the department to work in service of the University’s mission.

Duties and Responsibilities

Essential Duties and Responsibilities include the following:
- Handles complex logistics and comprehensive event management for large-scale university events including strategy, budget creation, oversight of marketing and promotional materials, and post-event reconciliation and measurement of outcomes
- Manages major fundraising events
- Manages multi-day events such as Commencement
- Manages other mid-size local university events as requested
- Assists the Director in managing the logistics for a variety of other university events; these responsibilities may include, but are not limited to managing registration, food services, entertainment, transportation, decoration, audio visual and billing
- Maintains external relationships with event-related vendors, with the goal of leveraging relationships for potential sponsorship and in-kind opportunities
- Participates in the annual scheduling of events, overall event strategy and measurement of outcomes to determine necessary changes for future events
- Assists in the execution and staffing of other events assigned to the Special Events department
- Performs other duties as required
- Must be willing and able to work evenings, weekends, irregular hours when necessary

Minimum Education and/or Work Experience

- Possess exceptional organizational and time management skills and well as superb attention to detail
- Must be able to balance multiple, high priorities at once
- Experience working directly with VIPs, volunteers, high level executives and internal personnel
- Excellent written and verbal communications skills with proven ability to drive projects assigned to completion
- Ability to foster and develop good working relationships with the university’s internal clients and managing a diverse group of people ranging from students and colleagues to alumni, major donors, and board members
- Ability to work non-traditional hours to include evenings and weekends; some travel required
- Working knowledge of Loyola University Chicago and its culture, people, and programs preferred
- Ability to embrace, promote and articulate the University’s Jesuit Catholic identity.

Computer Skills

The individual must be familiar with the Microsoft Office Suite, including Word, Access, Excel, and PowerPoint and must be an adept user of Internet, e-mail and other office automation systems. Knowledge of donor database systems, Social Tables, and C-vent is a plus.