Director, Event Services

Texas A&M University System•Laredo, TX

3d•Onsite

About The Position

The Director of Community Relations and Special Events is responsible for the overall management and direction of the Department of Community Relations and Special Events, providing administrative support to the Vice President for Institutional Advancement. The department’s scope includes community relations, special events, event services, marketing, and public relations. The role provides strategic leadership for departmental programs, operations, staff, communications, budgets, and resources. It also attracts external business and increases appropriate use of university event facilities through marketing, partnerships, rentals, and revenue-generating activities. The Director leads planning and execution of high-profile university events, including presidential functions, donor recognition and stewardship events, institutional ceremonies, and advancement activities. The position oversees event invoicing and billing, represents the University in events and community engagement, and maintains positive working relationships with university personnel and the community. This position generally supervises employees and requires on-campus, face-to-face interactions, regular attendance on campus and in the workplace, and travel. Evening and/or weekend hours may be required. The work is performed in a general office environment.

Requirements

Bachelor’s degree in an applicable field, or an equivalent combination of education and experience.
Ten years of related experience, or an equivalent combination of education and experience.
Knowledge of word processing, spreadsheet, and database applications.
Ability to multitask and work cooperatively with others.
Strong organizational skills.
Effective verbal and written communication skills.

Nice To Haves

Budget management experience, including forecasting, revenue tracking, expense control, and financial reporting.
Five or more years of professional event management and logistics experience, including planning and organizing special events and coordinating volunteer participation.
Experience supervising and developing event staff, student workers, volunteers, and vendor partners.
Strong contract negotiation and vendor management experience, including catering, audiovisual, venue, transportation, and entertainment services.
Proficiency in event management software, registration platforms, CRM systems, and Microsoft Office Suite.
Experience in higher education, nonprofit organizations, convention centers, hospitality, or related service industries.
Ability to communicate effectively, provide exceptional customer service, and build strong relationships with diverse internal and external stakeholders.
Ability to manage multiple projects and events simultaneously, prioritize competing demands, meet deadlines, and maintain high service standards.

Responsibilities

Establish the department’s direction, goals, agendas, implementation strategies, and policies.
Develop short- and long-range goals and strategic plans to sustain quality programs and develop services that meet customer needs.
Oversee and mentor the departmental leadership team.
Direct and supervise department staff, setting performance standards and accountabilities.
Ensure programs, activities, and services comply with University, state, and federal regulations.
Administer the departmental budget and oversee fiscal operations.
Oversee departmental communications, promotion, and public relations.
Assess departmental needs for administrative space, inventory, equipment, computing resources, and personnel.
Attract external business through the creation and implementation of marketing and public relations plans.
Develop and implement strategies to increase appropriate external use of university event facilities, including rentals, community partnerships, and revenue-generating activities.
Manage high-level internal special events, including presidential events.
Provide strategic leadership, planning, and execution for high-profile university events, including presidential functions, donor recognition and stewardship events, institutional ceremonies, advancement activities, and other events designated by the Vice President for Institutional Advancement.
Manage event-related invoicing and billing, including contract review, payment tracking, account reconciliation, and resolution of billing discrepancies.
Represent the University at events, partnerships, and community engagement activities.
Maintain positive working relationships with staff, faculty, other University personnel, and the community.