Assistant Director, Special Events

University of North Texas System•Denton, TX

4d•$65,000 - $68,000•Onsite

About The Position

The Assistant Director, Special Events assists in developing, implementing, coordinating, and evaluating strategic and operational activities for special events hosted or supported by the Office of the President. The role requires superior customer service, initiative, independent judgment, and careful attention to detail. It supports the Director of Special Events in ensuring that presidential events effectively present the University's mission and reflect the president's vision. The Special Events Office coordinates presidential events and supports events of varying sizes throughout the year. This position plans and supports presidential events, provides event-day management, maintains event records and communications, advises campus stakeholders on event practices, and represents the Office of the President. The position is based in Denton and requires regular travel to university events and other off-site locations, including possible transportation or pickup of event supplies. The schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with nights and weekends as the event schedule dictates.

Requirements

Bachelor's degree in a related field and three years of professional related experience, or an equivalent combination of education, training, and experience.
Exceptional communication and interpersonal skills.
Advanced written communication skills.
Advanced Microsoft Office skills.
Ability to work under pressure, adjust to constant changes, handle multiple tasks, and coordinate the work of others.
Ability to maintain complex records, organize complex data, and prepare and submit reports in acceptable formats.
Ability to conceptualize, plan, and organize multiple programs and assignments effectively.
Ability to handle complex and confidential tasks using judgment, tact, and resourcefulness.
Skill in developing and maintaining good working relationships.
Knowledge of policies, practices, procedures, and terminology of the assigned function.
Supervisory skills.
Ability to meet regular travel requirements to university events and off-site locations, including possible transportation or pickup of event supplies.
When required to operate a university-owned vehicle, a valid driver's license and compliance with university authorized-driver requirements, including applicable motor vehicle record requirements.
Ability to communicate with others to exchange information.
Ability to lift and move objects weighing up to 20 pounds.
Applicants must submit at least two professional references.

Nice To Haves

Master's degree in a related field.
Experience maintaining detailed database records.
A record of exceptional customer service.
Experience in a higher education environment.
Experience with event management.
Experience managing a budget.

Responsibilities

Assist the Director of Special Events in coordinating presidential events, including dinners, parties, meetings, receptions, sporting-event VIP suites, groundbreakings, and formal ceremonies.
Coordinate event details such as room arrangements, service schedules, décor, equipment, marketing and communications, parking, transportation, and VIP handling.
Assist with fiscal responsibility for event purchases and procurement, including marketing materials, floral arrangements, décor, and catering.
Provide operational and event-day support for small events, presidential meetings, and other events coordinated by the President's Office; make arrangements, coordinate communications, troubleshoot, and recommend support actions.
Attend events as needed to assist with event operations, logistics, staff delegation, troubleshooting, and liaison work among facilities staff, event hosts, and guests.
Provide hospitality and detailed guest support, including hosting and handling VIP guests; assist with evaluation and management of events and programs.
Coordinate, create, proof, and order event communications and promotion; assist with invitation design, ordering, and distribution.
Maintain detailed event records, resource and reference guides, contact databases, RSVP and response records, and attendance information; generate specialized reports and maintain accurate master lists.
Consult with internal and external affiliates to ensure appropriate university representation; advise constituents on UNT standards, policies, and best practices for special events.
Review or assist with other departments' event elements as needed and serve as a liaison to departments; delegate tasks, provide feedback, motivate colleagues, and help the team achieve high standards.
Collaborate with UNT System, Government Relations, and other departments to coordinate VIP campus visits.
Serve on university committees and coordinate information with UNT stakeholders, the public, administrators, and departments, including Advancement and UBSC; coordinate communications on behalf of the President with specific constituents.
Identify problems, analyze causes, evaluate alternatives, recommend or take corrective action, and follow up; follow applicable state, UNT System, UNT, President's Office, and Director policies and procedures.
Communicate clearly and professionally in writing and orally, including reports, emails, and letters; listen effectively and confirm messages are understood.
Provide responsive customer service, share information and resources, respond to requests promptly, promote teamwork, meet commitments, address customer needs, and maintain effective working relationships.
Maintain dependable attendance and punctuality, communicate scheduling needs, manage workload and priorities, complete assignments on time, and adapt to changing priorities.