Assistant Director, Special Events (Temporary)

Montclair State University•Montclair, NJ

3d•$38 - $45•Onsite

About The Position

Reporting to the Director of Special Events, the Assistant Director participates in the strategic development, planning, execution, and management of the University’s high-profile signature events. The role collaborates with colleagues in the Special Events department and across campus to produce events that enhance the University’s profile with internal and external stakeholders. It supports planning and execution for large-scale Presidential, Student Development and Campus Life, Development, and Community events, as well as logistical and event-planning support for smaller events managed across University divisions and departments. The Assistant Director helps uphold professional event-production standards, supports department management and strategic initiatives, and may act in the Director’s absence by supervising staff and operations, coordinating with stakeholders, and representing the department. The position leads assigned event logistics and helps manage department communications, budgets, registration systems, planning materials, records, and student staff. It coordinates internal providers and external vendors, event staffing, accessibility, risk mitigation, event communications, and post-event assessment. The position is temporary and hourly. Work is primarily in person; one remote work day per week may be permitted with advance approval from the immediate supervisor. Flexible hours are required, including event attendance during evenings, weekends, and occasional holidays. The position requires lifting and carrying items over 20 pounds and walking and standing for extended periods. The stated salary range is $38.00–$45.00 per hour. The position may also be eligible for benefits including health insurance, retirement plans, and tuition assistance.

Requirements

Bachelor’s degree from an accredited college or university.
At least two years of progressively responsible professional experience planning and managing large-scale, complex, high-profile events at an institution of higher education or in a related field.
Outstanding interpersonal communication skills and ability to work collaboratively with varied internal and external clients.
Sound judgment, strong project management, problem-solving, and organizational skills; attention to detail; ability to prioritize and meet deadlines while balancing multiple projects.
Ability to work flexible hours and be physically present at events, including evenings, weekends, and occasional holidays.
Ability to work primarily in person; one remote work day per week may be permitted with advance approval from the immediate supervisor.
Ability to lift and carry items weighing more than 20 pounds and to walk and stand for long periods.

Nice To Haves

Administrative experience with budget development and financial management.
Supervisory experience managing student staff.
Demonstrated project management success in higher education or a similarly large and complex organization.

Responsibilities

Uphold policies, procedures, and protocols that maintain high professional standards for event productions.
Participate in department planning and implementation of initiatives supporting department, division, and University strategic goals; evaluate operations and recommend improvements.
In the Director’s absence, supervise department staff and operations, coordinate with stakeholders, and represent the department.
Establish and maintain collaborative relationships with University units and external stakeholders to accomplish event objectives.
Lead logistical planning, management, and execution of assigned events.
Assist with management of the department website and social media account; produce related collateral and public relations materials and maintain University Brand Standards.
Assist with recruiting, selecting, hiring, training, scheduling, and supervising graduate and undergraduate student staff.
Assist with event budgets, including budget creation, purchase-order monitoring, and post-event invoice reconciliation.
Create and maintain event registration systems and software applications.
Develop and maintain event briefings, agendas, timelines, planning materials, and resources; participate in planning meetings.
Compile and analyze event statistics and data; participate in post-event reviews and recommend improvements.
Support continuous improvement, assessment, and evaluation of events, procedures, and department services.
Serve diverse populations inclusively and ensure events are ADA compliant and access provisions are available.
Secure and negotiate goods and services from external providers in accordance with University procurement and legal contract requirements.
Develop detailed event staffing plans; coordinate, train, and supervise on-site staff; address event specifications and train staff in incident management and risk mitigation.
Coordinate event logistics with internal providers and external vendors, including venues, VIP attendees, media, food and beverage, technology, rentals, parking, security, emergency planning, housekeeping, shuttles, fire and safety, photography, room setups, grounds, audio/visual services, staging, ticketing, livestreaming, ASL interpreters, electricity, and floral services.
Participate in creating, producing, and distributing event communications and print and digital collateral in collaboration with University Communications and Marketing.
Maintain essential records and files in compliance with state and institutional retention policies.
Maintain integrity and appropriate confidentiality in University and program operations.
Attend department, division, and University-wide meetings; represent the Special Events department and serve on committees as required.
Perform other duties as assigned.