Assistant Director, University Events

Seattle University Electrical and Computer Engineering•Seattle, WA

1d•$66,000 - $70,000•Hybrid

About The Position

The Assistant Director of University Events professionally plans, produces, and evaluates Seattle University’s signature events in support of the university’s educational mission, strategic priorities, and business plans. The role manages in-person, hybrid, and virtual events, overseeing event vision and goals, audience and guest management, marketing, programming and scripts, speaker coaching, production requirements, catering, venues, vendors, and staffing. Reporting to the Sr. Director of University Events, the Assistant Director project manages fundraising, cultivation, engagement, and stewardship events for alumni, donors, faculty, staff, students, parents, and friends. The role partners with internal clients and subject matter experts to deliver engaging events that elevate the university’s image, including critical mission-driven VIP engagements sponsored by Advancement, the President, the Provost, and the Board of Trustees. The position contributes to University Events strategy by developing and updating event protocols and procedures, leading event debriefs, and producing post-event analysis. It also supports event portfolio planning, manages stakeholder and vendor relationships, and contributes to continuous improvement of event project and data management systems. The successful candidate is collaborative, resourceful, strategic, mission-centered, and skilled at building relationships and supporting diverse and inclusive teams.

Requirements

Bachelor’s degree plus three years of relevant experience, or five or more years of experience in event coordination, management, or hospitality.
Exceptional project management skills, including managing competing timelines, priorities, and limited budgets.
Exemplary attention to detail.
Strong customer service skills and mindset.
Familiarity with technologies, platforms, systems, and analytics.
Ability to think strategically and at a big-picture level and present ideas, strategies, and initiatives proactively and responsively.
Excellent written and verbal communication skills, including the ability to give presentations, lead meetings, and contribute to groups of varied sizes.
Ability to work creatively, strategically, and consciously in a dynamic intercultural organization with communication considerations rooted in culture and tradition.
Understanding of current event trends and best practices.
Demonstrated commitment to diversity and the university’s mission, vision, and values.

Nice To Haves

Bachelor’s degree in hospitality, communications, marketing, business, or a related field.
Experience working among diverse communities and on equity and inclusion initiatives.
Experience in higher education, nonprofit, or public-sector organizations.
Experience in a collegiate event environment.
Proven track record of high-level communications with diverse clients, attention to detail, and policy enforcement.
Proficiency with Social Tables, Event Management System (EMS), Localist, Raiser’s Edge, and other event software or platforms.
Work experience demonstrating the ability to work independently and collaboratively within guidelines and priorities.
Interest in working in alignment with the university’s mission and values.

Responsibilities

Plan and produce signature university events that cultivate donors, steward existing donors, engage the university community, and support the university’s mission and programs.
Partner with university leaders, development officers, alumni engagement officers, and subject matter experts to define event goals, messaging, roles, program outlines, and communication timelines.
Use project management tools to create event timelines and budgets and coordinate venues, catering, entertainment, parking, audiovisual needs, and other logistics with campus and external partners.
Develop event programs; draft speaker briefs; identify and interview potential speakers; coach speakers; write talking points and scripts; and serve as stage manager when assigned.
Work with the Sr. Director of University Events and University MarCom to oversee event messaging, including invitations, save-the-date materials, social media, and other communications.
Project manage video storytelling projects for event production as needed, in collaboration with MarCom.
Coordinate staffing plans, communications, and training for large-scale events; recruit and train event leads; and help identify student ambassadors for relevant events.
Lead formal and informal event debriefs, gather and analyze qualitative and quantitative results, distribute event wrap reports, and recommend improvements.
Develop and implement event coordination best practices and promote standard protocols for event records and guest management.
Produce event, speaker, and presidential briefs as assigned.
Use web and database tools to document and track planning progress and event data.
Develop guest follow-up surveys and prepare reports analyzing event engagement value and return on investment.
Help ensure event operations align with university strategic goals and vision; work with the Sr. Director to create and implement short- and long-term plans, operating plans, and process improvements.
Lead continual improvements to event project management and data management systems, remain current with event trends, and contribute to annual University Events assessment.
Support the Sr. Director in defining the university’s event portfolio and strategies, and evaluate capacity for future events aligned with university and departmental goals.
Serve as a lead contact for the University Events team among campus departments and units.
Develop and maintain relationships with event stakeholders, partners, and vendors; coordinate adjustments to operations with the Sr. Director as needed.
Negotiate vendor agreements, prepare contracts, serve as the vendor point of contact, assess vendor rates and services, review invoices, and provide financial data and reconciliation to involved departments.
Attend relevant meetings with service providers, provide activity reports to University Events management as needed, and help ensure service-provider policies and procedures are followed.
Perform other duties as assigned and relevant to the success of events and the University Events team.

Benefits

Medical, dental, and vision insurance plans for eligible employees.
Life and short- and long-term disability coverage.
Employer retirement contributions of up to 10%, including a 5% nonelective contribution and a dollar-for-dollar match on voluntary contributions up to 5%.
100% paid tuition benefits for eligible employees and eligible dependents.
Subsidized transportation benefit.
Wellness program with free access to an on-site fitness facility.
Wide variety of campus events.
Generous holiday schedule, including a paid December holiday break closure.
Vacation and paid sick leave.
Paid community service leave.