Associate Director, Event and Venue Operations - Wharton San Francisco

The Wharton School•Wharton, WV

13d•$80,891 - $118,500

About The Position

The Associate Director, Event and Venue Operations develops and executes event strategies and oversees the planning, production, and delivery of Wharton San Francisco events under the direction of senior leadership. The role is accountable for event planning, client service, on-site execution, vendor and budget management, marketing, revenue generation, space readiness, and facility utilization. It designs and implements event systems, workflows, service standards, vendor relationships, inventory controls, and operating procedures to support consistent, scalable operations. The position oversees event operations across multiple Wharton San Francisco venues, including temporary swing spaces during the transition to The Cube and The Cube following its opening. It establishes operating practices for venues with differing layouts, equipment, access requirements, vendors, and constraints, while coordinating readiness and maintaining service continuity and a high-quality Wharton experience. The Associate Director partners with Wharton San Francisco leadership, the Senior Client Services Manager, faculty, program teams, students, alumni, external clients, building partners, and vendors. The role requires a hands-on event operations professional able to exercise sound judgment, manage competing priorities, build scalable operations, and balance long-range planning with on-site execution. The position supervises the Events Coordinator and Administrative Coordinator and oversees temporary staff supporting events and programs.

Requirements

Bachelor's degree and 5 to 7 years of job-related experience, or an equivalent combination of education and experience.
Demonstrated experience overseeing event strategy, planning, operations, and execution, including complex institutional events.
Experience supervising, motivating, and developing event staff and fostering collaboration and accountability across teams.
Experience developing and implementing event policies, procedures, processes, and standards.
Experience managing event operations, budgets, and performance metrics.
Strong strategic mindset, business insight, sound judgment, and situational adaptability.
Strong communication, collaboration, customer focus, and interpersonal skills, including the ability to build effective relationships across organizational units and with key stakeholders.
Demonstrated accountability, integrity, follow-through, and commitment to high-quality results.
Ability to collaborate effectively with diverse stakeholders in a matrixed environment, using a flexible, adaptable, approachable, and service-oriented style.
Ability to work evenings and weekends as required to support event schedules, programs, and operational needs.

Nice To Haves

Higher education experience.
Experience negotiating contracts with vendors, caterers, AV providers, and other service providers.
Proficiency in event management software such as Cvent, Eventbrite, EMS, or Salesforce, or knowledge of event space management software and systems for scheduling and tracking usage.
Experience identifying and implementing strategies to increase external bookings and optimize space utilization.
Proven experience designing event programs that drive engagement, revenue, and brand impact, and managing multiple events simultaneously, from intimate gatherings to large-scale conferences.

Responsibilities

Develop and execute event strategy, planning, production, and delivery for faculty, students, alumni, partners, and external clients.
Serve as the primary client contact from initial concept through post-event closeout, translating program objectives into timelines, staffing plans, communications, production requirements, and contingency plans.
Direct space setup, vendor activity, live event execution, troubleshooting, teardown, and follow-up; remain visible and hands-on during events.
Establish, implement, and monitor event standards supporting Wharton's academic, research, alumni, student, and professional-development priorities.
Deliver a consistent, high-quality Wharton experience across Wharton San Francisco venues.
Manage event and program operations across multiple venues, including two to three swing spaces during the transition to The Cube and The Cube following opening.
Manage event resources and inventory so venues are appropriately equipped and supported.
Create venue-specific operating plans covering layouts, access, security, AV, catering, equipment, storage, staffing, transportation, and escalation requirements.
Design and implement The Cube's event workflows, playbooks, service standards, vendor model, inventory controls, scheduling practices, and operating procedures.
Coordinate operational readiness, testing, opening, stabilization, and ongoing operations with leadership, program teams, building partners, technology teams, and vendors.
Build scalable systems to support expanded programming, partnerships, bookings, facility use, and audience reach.
Develop and manage relationships with catering, AV, security, housekeeping, building operations, rental, and other event partners.
Negotiate vendor scopes, service levels, pricing, and contracts to support service quality, cost effectiveness, and accountability.
Coordinate logistics, access, equipment, safety, and University policy compliance across operating locations.
Identify operational risks, establish contingency plans, resolve issues, and maintain service continuity during change.
Document recurring operations, cross-train staff, and establish clear ownership to create operational redundancy.
Develop programming and marketing strategies to increase engagement, external bookings, weekday utilization, and responsible use of shared spaces.
Set and pursue revenue and utilization goals while balancing mission-driven programming, partner needs, and facility constraints.
Collaborate with internal teams on event positioning, communications, and audience development.
Maintain the Wharton San Francisco website, newsletter, and core internal and select external communications.
Strengthen Wharton San Francisco's visibility and market presence in the Bay Area.
Develop and manage event and venue operating budgets, including transition-related expenses, in alignment with financial priorities and goals.
Prepare financial projections, negotiate costs, track expenses and revenue, and analyze event profitability.
Recommend resource allocations, vendor strategies, and operating investments to support service quality, financial sustainability, and growth.
Maintain accurate financial documentation and comply with University requirements.
Track attendance, engagement, revenue, space utilization, service quality, operational readiness, and other performance measures.
Provide regular forecasts, transition updates, risk assessments, and performance reports to Wharton San Francisco leadership.
Use results, incident reviews, and stakeholder feedback to improve programs, systems, vendor performance, and resource planning.
Supervise and develop the Events Coordinator and Administrative Coordinator, and oversee temporary staff supporting events and programs.
Set expectations, assign and prioritize work, hold team members accountable, and manage performance.
Guide team members, share expertise, model sound judgment, and develop their event planning and operational capabilities.
Coordinate student workers, temporary staff, and vendors as needed.
Perform additional duties as assigned.

Benefits

Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits.
Flexible spending accounts for eligible health care and dependent care expenses.
Tuition assistance for employees, spouses, and dependent children at Penn; dependent children may also receive tuition assistance at other institutions.
Basic, matching, and supplemental retirement plans with pre-tax or Roth options and investment options through TIAA and Vanguard.
Substantial time away from work during the year.
Long-term care insurance.
Wellness and work-life programs and resources.
Professional and personal development resources.
Access to University resources, libraries, athletic facilities, cultural activities, and recreational activities.
Discounts and special services, including arts and entertainment, transportation, mortgages, goods, and services.
Flexible work options and hours.
Forgivable home-ownership loan for eligible employees interested in buying a home or currently residing in West Philadelphia.
Adoption assistance reimbursement for eligible expenses, for up to two adoptions in the household.