Assistant Director of IAC Events: Institute of American Civics - UTK

University of Tennessee•Knoxville, TN

1d•Onsite

About The Position

Reporting to the Director of External Events and working under the general direction of IAC leadership, the IAC Events. Coordinator supports the Institute’s mission by coordinating, planning, and executing high-impact events with a strategic focus on communications, branding, and audience engagement. The position collaborates with the Baker School, the IAC Business Manager, the Marketing & Communications Team, and statewide partners to deliver high-quality programs that elevate the Institute’s profile and broaden civic engagement across Tennessee. The planner leverages event-planning expertise and assists with developing and implementing marketing strategies and promotional tactics to ensure that IAC events are well-executed, mission-aligned, and communicated effectively. Plans and executes events independently for the Institute of American Civics with broad-reaching external impact. Develop and manage event budgets. Develops procedures and protocols for events and use of space. Identifies policy improvement and makes effective recommendations.

Requirements

Bachelor’s degree in Event Management, Business, or any field of study with a combination of experience.
Conference and event planning, program coordination, marketing/communications support, hospitality, or conference services.
Three years of event management experience, with 25% of that experience in large events. (200 plus attendance)
Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.
Excellent communication skills
Strong organizational skills and the ability to manage multiple complex projects
Proficiency with event-management platforms, marketing tools, and MS Office/Google Suite

Nice To Haves

Experience in higher education, nonprofit organizations, public affairs, or civic-education initiatives.
Five years of event management, with 25% of that experience in large events (200+ attendees).
Familiar with UTK procurement systems and communications policies and transactions.

Responsibilities

Independently lead the design and execution of high-impact programs, including public lectures, civic forums, leadership academies, stakeholder training sessions, student engagement initiatives, and donor-focused experiences.
Drive the development and implementation of the annual event calendar, ensuring promotional timelines are strategically aligned with organizational communication and marketing objectives.
Act as the main liaison for all vendors and staff for IAC events.
Independently strategize, develop, and organize events from start to finish, aligning with the organization mission, goals, and target audience.
Define clear objectives for each event such as facilitating cross-functional meetings and briefings with IAC staff to ensure flawless execution of logistics, vendor management, catering, guest services, and overall event readiness.
Ensure allowable costs by distinguishing between grant-funded and state-funded expenditures for all events.
Act as the lead strategist and executor for promotional activities, responsible for developing ideas and themes, compelling messaging, promotional assets, marketing collateral.
Work with the communications team and program director to initiate the results.
Establish and maintain partnerships with high-level external partners, public officials, donors, and alumni.
This role is the primary liaison for VIPs, guest speakers, and dignitaries, ensuring coordination with university protocol.
Coordinates VIP travel, providing seamless experiences for high-profile attendees.
Develop new partnerships and opportunities within the community to enhance event impact and visibility.
Collaborate with IAC leadership, the Director of External Events, the IAC Business Manager, Marketing & Communications, and external partners to ensure cohesive and strategic alignment of the university's branding guidelines including logos and colors.
Frequent travel to support and oversee IAC events.
Establishes and maintains budgets for assigned events and programs throughout the year.
Manages procurement processes and vendor relationships to ensure timely delivery of event execution needs and marketing materials.
Manages contacts, MOUs/MOAs, and required approvals in partnership with the Business Manager, Grants & Contracts. Coordinator, and other relevant University offices.
Utilize event-management and marketing platforms to coordinate registration flows, audience engagement, and reporting.
Partner with Marketing & Communications to create digital strategies, media coordination, content capture, and analytics reporting.
Identify objectives, establish key metrics such as total attendance, cost per attendee, social media engagement.
Analyze data driven results effectively form improvements for future programs and events.
Prepare comprehensive reports for Director of External Events and IAC leadership.
Provide directions on event logistics, communications tasks, and promotional preparation.
Supervise, mentor, and support student workers, interns, and temporary event/marketing staff.
Foster a collaborative, service-oriented team culture that encourages innovation and accountability.