Assistant Director of Events

Alpha Omicron Pi Fraternity•Brentwood, TN

8h•Hybrid

About The Position

As the Assistant Director of Events for AOII, you will be a key member in the Education, Training and Events Department by overseeing the planning and logistics of Fraternity signature events, chapter milestone celebrations, and meetings. This includes the execution of scheduling, registration, logistics, promotions, vendor relations, and resource management. The primary focus of the Assistant Director of Events is to develop events that align with the Fraternity’s mission, strategic initiatives and AOII Ends while coordinating event operations with Headquarters Staff, volunteers, and event vendors.

Requirements

Active listening and problem-solving skills
Strong interpersonal skills, including the ability to easily engage others in positive dialogue one-on-one or in a group setting, and at many different levels
High-level of emotional intelligence
Skills at prioritizing duties, working under time constraints, handling multiple tasks, and able to direct others to execute shared plans and goals
Strong written and verbal communication skills
Ability to maintain confidentiality
Ability to think and act independently and the ability to work individually or as a member of a team
Ability to assist in budget planning
Ability to organize and allocate both human and financial resources
Bachelor’s degree
Ability to effectively read, write, and speak the English language
Physical mobility and dexterity to transport file and operate general office equipment (telephone, fax, copier, computer, etc.)
Experience in the Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)
Must be able to work evening and weekend functions as necessary
Must be willing and able to travel

Nice To Haves

Membership in a Fraternity/Sorority preferred
Three years of relevant experience preferred

Responsibilities

Collaborates with the Director of Education, Training and Events to shape the intent and vision for Fraternity events and identify how events can best support the Fraternity's mission, AOII Ends, and strategic plan objectives
Develops schedules for Leadership Academy, Camp AOII, Volunteer Summit, and Convention
Oversees the registration process, including setup, report pulling, and communication with relevant staff to ensure a smooth registration experience for attendees
Coordinates all event logistics, including hotel BEOs and resumes, AV requests, meal coordination, meeting space needs, print materials, and resource management
Manages rooming lists and serves as a liaison between AOII and event vendors — hotel personnel, caterers, restaurants, transportation companies, AV suppliers, and others — regarding event needs
Writes website content and email communications for events; collaborates with the Communications Department on social media promotions and ensures attendees receive clear, timely information throughout the event cycle
Partners with the Communications Department to ensure digital and print event communication materials are promoted and ordered on schedule and that AV/presentation materials are prepared for execution
Coordinates hotel room booking, meals, and logistics for smaller in-person gatherings at HQ and other locations, including board meetings, committee retreats, All Hands staff meetings, and other special events
Oversees collaboration with chapter officers and advisors on the planning of milestone anniversary celebrations, including gifts, visitor travel and logistics, and event planning consultation; serves as event planner for JWH Cup celebrations and/or centennial chapter celebrations in collaboration with chapter representatives
Collaborates with the Events Consultant, Communications Department, Collegiate Experience Department, and Education, Training and Events Department to plan membership education and event initiatives
Prepares and educates staff and volunteers on their roles and responsibilities in connection with events
Assists with the development of event budgets and works with all parties utilizing the budget to manage expenses
Assists in the development of educational resources and training opportunities in collaboration with the ETE team, Collegiate Experience, professional staff, and volunteers
Assists with other Fraternity priorities as assigned