Assistant Director, University Events

Georgia State University•Atlanta, GA

9d•Onsite

About The Position

The Division of Public Relations and Marketing Communications (PRMC) at Georgia State University is hiring an Assistant Director of University Events Management. This role provides strategic leadership, professional event planning, operational coordination, and execution for major university-wide annual traditions, executive ceremonies, and high-level vice-presidential initiatives. The selected candidate will serve as a lead operational manager for high-profile university functions, ensuring that all events align with institutional branding, strategic goals, and executive protocol. This position directly collaborates with PRMC creative teams for collateral development, manages event budgets and vendor logistics, utilizes advanced event technology and scheduling platforms, and provides on-site leadership for staff and volunteers during live events.

Requirements

Bachelor's degree and three years of experience in event planning or project management.

Nice To Haves

Certified Meeting Professional (CMP) or Project Management Professional (PMP) credential preferred.
Prior experience planning events or managing logistics within a college or university setting, with a foundational understanding of academic traditions and executive protocols.
Demonstrated experience working with digital event registration/RSVP tools and high proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Exceptional interpersonal and customer service skills, with a proven track record of collaborating effectively across diverse departments (such as creative, marketing, and facilities teams).
Ability to remain calm under pressure, manage shifting priorities, and problem-solve real-time logistical issues during live events.
Experience monitoring project budgets, tracking itemized expenditures, and processing vendor invoices or interdepartmental fund transfers.
Experience collaborating directly with creative teams to shepherd production timelines for digital and print assets.
Experience or familiarity working with design tools such as Canva and Adobe Creative Cloud.
Experience directing the on-site tasks of student workers, temporary event staff, or volunteers in a professional environment.
Experience working with institutional reservation and space scheduling platforms, such as 25Live, EMS, or comparable systems.
Familiarity with utilizing collaborative project management software (e.g., Microsoft Teams, Basecamp, Asana) to track event production timelines and milestones.
Experience building and deploying data collection software or assessment tools, such as Qualtrics or QuestionPro, to gather attendee feedback.
Functional experience working with web builders and content management systems, such as WordPress, to update or maintain digital event presence.

Responsibilities

Lead end-to-end event strategy, logistical execution, and post-event assessment for assigned events and initiatives, including Celebrating Faculty Excellence, Grilling on the Greenway, New Faculty Reception, Provost’s Holiday Breakfast, Service Recognition Awards Ceremony, University Holiday Party, Veteran’s Recognition Ceremony, and special ad hoc leadership engagements.
Direct and manage special event initiatives from University leadership, ensuring flawless adherence to institutional traditions, presidential/executive protocols, and strategic university messaging.
Partner directly with Public Relations and Marketing Communications (PRMC) creative, editorial, and digital teams to establish timelines and manage the production of event collateral, including print/digital invitations, signage, programs, and web assets.
Build, test, and manage digital registration platforms and RSVP tools. Oversee attendee data collection, guest list tracking, executive seating arrangements, and detailed catering requirements (e.g., dietary accommodations, VIP needs).
Direct live event operations, including setup, vendor arrival and management (catering, AV, rentals), registration desk workflows, VIP hosting, guest flow, and breakdown to maintain institutional standards of excellence.
Supervise and direct the tasks of student workers, temporary event staff, and volunteers during events, fostering a high level of professionalism and customer service.
Build, deploy, and evaluate physical and digital feedback instruments (e.g., Qualtrics, QuestionPro) to measure attendee satisfaction and generate data-driven event debrief reports for leadership.
Monitor individual project budgets across the assigned event portfolio, maintain itemized expenditure logs, and ensure all event execution remains strictly within allocated fiscal parameters.
Process vendor invoices, purchase orders, contracts, and interdepartmental journal transfers in compliance with university business and procurement policies.
Work with institutional space reservation platforms (e.g., 25Live, EMS) to book venues, coordinate facility logistics, route technical/AV requirements, and ensure client/vendor compliance with venue guidelines.
Utilize content management systems (e.g., WordPress) to update and maintain digital event landing pages, schedules, and online promotional materials.
Play an active operational leadership role in university-wide, all-hands ceremonies and traditions (e.g., Commencement, Convocation) as directed by leadership.
Provide high-level administrative, analytical, and operational support to the department and broader PRMC division as needed.
Perform other related duties as assigned by department leadership.