Associate Director of Special Events (Advancement)

Barnard College•New York City, NY

5d•$76,000 - $81,000•Hybrid

About The Position

Reporting to the Senior Associate Director of Special Events, the Associate Director of Special Events is a critical member of the Special Events team responsible for assisting with the planning, organizing, and implementing an annual roster of 30+ events for the Office of Advancement. The Associate Director provides critical oversight to specific project areas for the team, including vendor management, contracting, and payment, as well as select communications-related pieces. The Associate Director provides significant event management for the Alumnae Relations large-scale annual events: Reunion and Leadership Assembly, as well as takes the lead on approximately 10 on-campus, virtual, hybrid, and off-site events for various giving teams (Individual Giving, Major Gifts, Parents Giving, and Planned Giving). All these events are critical to development and sustaining the long-term relationships between Barnard and its key constituencies (alumnae, students, faculty, donors, parents, and friends), that result in substantial financial support and engagement for the College. The ideal candidate will be able to work both independently, when needed, and collaboratively with Special Events and department colleagues toward event goals and objectives.

Requirements

Must be able to multitask, prioritize, and maintain organization
Outstanding attention to detail
Ability to analyze existing processes and suggest improvements.
Must be motivated, positive, proactive, innovative, and collaborative with strong attention to detail, and a solution-oriented mindset.
Outstanding customer service skills
Ability to adhere strictly to rules regarding confidential information
Excellent oral and written communication skills
Computer proficiency including, but not limited to Microsoft Office, and spreadsheets
Ability to interact with the public with diplomacy and tact in a high pace environment
Ability to work independently and collaboratively, in a goal-oriented team environment
Must be able to work nights and weekends and outside standard business hours, as needed
Ability and willingness to travel domestically
Must meet the department’s core values of collaboration, aspiration, transparency, respect, accountability, and trust.
Bachelor’s degree with 2-5 years of experience or equivalent professional experience
Demonstrated ability to juggle multiple priorities with meticulous attention to detail
Financial acumen, in particular, experience with budgets

Nice To Haves

Demonstrated experience planning and executing high-level, complex events
Familiarity with Salesforce and/or Blackthorn a plus
Familiarity with fundraising a plus, but not required

Responsibilities

Assist the Special Events team in planning and executing annual roster of department events I in-person, hybrid, and virtual formats (~30 events annually), including the department’s largest events: Reunion and Leadership Assembly
Independently direct and mange select small and mid-sized department events in collaboration with Giving team partners (~10 events annually), as assigned by the Director of Special Events
Spearhead new events, as demand needs on behalf of the department
Collaborate with College partners for College-wide events, including by not limited to: Commencement, Board of Trustee meetings, Building Groundbreakings and Grand Openings, Presidential Inauguration, etc.
Manage relationships with internal and external event partners throughout the planning process: Barnard Events Management, caterers, facilities, A/V, Public Safety, etc.
Generate comprehensive event briefings, registration lists, timelines, run of shows, and staffing plans
Create and manage event communications, event websites, event registrations, and event collateral.
Spearhead approval process for all event materials
Manage event logistics and staff day-of events, for in-person, hybrid, and virtual events
Build and manage event budgets, in conjunction with event partners
Research, negotiate with, and secure external vendors
Manage payment and contracting process for team vendors, as needed
Communicate regularly with board members, donors, and volunteers regarding event planning and logistics
Secure and supervise student workers and volunteers, as needed
In the absence of the Senior Associate Director of Special Events, assume increased responsibility
Administrative and tracking responsibilities on behalf of Special Events team and event partners
Act as resource for the department by serving as subject matter expert for event planning and logistics best practices
Perform additional duties and responsibilities, as needed or as assigned