Event Manager

Aims Local College District•Greeley, CO

38d

About The Position

Aims Community College actively supports an environment that embraces the College's Mission, Vision, Values and a culture of innovation and care. The College embraces and seeks to hire individuals who want to be a part of this environment and have the skill sets necessary to be successful in this position. The Event Manager serves as the point of contact for all aspects of event planning for Aims Community College events. This position will coordinate and manage, from inception through execution, a high volume of both large and small events at the college. Duties include but are not limited to: scheduling, planning, and execution of events, including meeting with clients to define expectations and requirements, developing and reviewing event plans, and conducting pre-event meetings and walkthroughs. The position coordinates event support services, which include, but are not limited to, planning security logistics, working with internal and external vendors to secure event rentals and other needed materials, and coordinating with Support Logistics staff as needed. This position reports to the Director of Events and is responsible for receiving materials and information related to event software and college policies & procedures. This position will manage high-profile events of significant importance to the college's mission and vision.

Requirements

Bachelor’s degree in Management, Hospitality, or another related field; plus, one year of related experience or an equivalent of education and/or work experience.
Experience using event-related database, software, and web systems.
Strong communication skills.
Strong organizational skills and attention to detail.
Financial management and budgeting skills.
Flexibility and the ability to work nights and weekends.
Ability to establish and maintain positive working relationships with faculty, staff, students, and the general public.
This position requires the use of a company vehicle for business travel. The selected candidate must successfully pass an MVR and be insurable under Aims insurance.
Demonstrated problem-solving and decision-making skills in an event coordination capacity where high-level customer satisfaction is required, and appropriately represent the campus.
Superior time management, multi-tasking, and cross-team support skills.
Ability to accomplish assigned projects independently.
REQUIRED DOCUMENTS: Cover Letter Resume

Nice To Haves

Three (3) years of management or event planning experience.
Experience working in a higher education setting.
MP (Certified Meeting Planner) or other relevant event planning certifications.

Responsibilities

Coordinate and organize events on the Aims campus, including department or program-sponsored events, educational partnerships, community outreach, and private/corporate functions as approved and assigned.
Provide exceptional customer service to prospective clients on the event planning process as needed by conducting tours, providing booking instructions and information, and reviewing detailed contract stipulations and information
Provide consultation for prospective and confirmed clients about event layout and flow in event spaces.
Create and manage the timeline, program, and task list for all assigned events
Lead all event planning and production meetings and discussions for assigned events.
Organize and lead collaboration with the Marketing and Communications team on event concept, graphic design/production/printing, and event marketing.
Order and arrange all needed supplies for events.
Coordinate audiovisual operation with Support Logistics staff.
Secure and manage event-related volunteers and student employees as needed, including day-of event coordination.
Secure guest speakers and entertainment as needed; review speeches, coordinate rehearsals, and work with the communications team on approval of materials.
Schedule and maintain communication with all parties involved with the preparation, set up, tear down, and management of the event.
Manage on-site production and vendor needs, assist with day-of-event logistical moves, and attend events as needed.
Significant involvement in the planning and execution of all commencement activities and other college signature events.
Assist with preparing or following budgets and provide periodic progress reports to staff directors for each event project.
Keep track of event finances, including check requests, invoicing, and reporting, in coordination with the Events Staff Associate.
Prepare and modify event contracts as requested in coordination with the Events Staff Associate.
Serve as backup to event-related software and management.
Create and revise room layouts/seating arrangements for each event as necessary in coordination with Support Logistics staff.
Organize and manage the invitation, registration, and attendee check-in processes for assigned events.
Conduct pre-event, post-event, and walkthrough meetings.
Conduct event debriefs with key event stakeholders following each event.
Other Duties as Assigned

Benefits

Benefits are effective immediately
100% employer provided medical & dental coverage employees (employee only option)
85% employer provided medical & dental coverage for employee's spouse and/or family
Voluntary vision insurance
Staff Annual Leave (minimum accrual of 15 days) & Sick (minimum accrual of 12 days)
17 paid holidays and 3 personal days each year
Summer schedule: 4-day work week - Fridays Off
Employer paid long-term disability and life insurance premiums
Tuition waiver & reimbursement for employees
Tuition waiver for dependents
PERA employer (see www.copera.org for comprehensive benefits)
Additional supplemental benefits & retirement programs available
Access to the PERC (Aims gym) for employee & one guest
Free parking on all campuses