Event Manager

University of San Francisco

15d•$75,000 - $85,000•Onsite

About The Position

Event Manager(s) will work directly with USF internal client base (Schools, Departments, Associations and/or Organizations) and external clients brought in by USF or independently to manage the creation and execution of client events and programs. The Event Manager will establish goals and objectives, develop budgets, and oversee all aspects of the planning, implementation, management, and execution of each event. This position requires interaction with colleagues on every level University wide, internal vendors (facilities, AV, Public Safety, etc) and external vendors. The Event Manager will initiate contact with clients in an effort to direct planning and provide guidance to produce a seamless event or program. The Event Managers goals are to provide Event Management service so the client’s primary focus can be on guests and content. By providing complete Customer Service the clients events and programs will highlight the benefits of the University of San Francisco and the mission statement by which the University follows. The role reports to the Director of Event Management & Guest Services for the University of San Francisco.

Requirements

Associates degree required with 2-4 years’ prior experience in event management related activities including event budgeting
Strong priority management and attention to detail, including ability to prioritize multiple assignments and deadlines
Demonstrates excellent customer service and teamwork, while also having the ability to self-start and work independently
Must think strategically; identifies issues and find a reasonable solution
Excellent oral and written communication skills
Experience dealing with a variety of constituents in a professional manner
Demonstrates excellent interpersonal skills
May be required to work late or early to process time sensitive issues
Must be able to attend certain planned events that occur outside of normal business hours and/or on weekends
Ability to think and act quickly in high pressure situations/fast paced environments

Nice To Haves

Advanced spreadsheet (Excel), word processing, collaborative software (Google Apps), and reimbursement systems (Concur) skills preferred
Experience with EMS or other online reservation systems

Responsibilities

Extensive event management services and logistical support for onsite Operations staff
Contract and manage external vendors to actualize an event/program
Collaborate with internal USF departments to share resources which directly support the efforts to develop and execute events
Responsible for maintaining budgets up to $100,000 per event
Liaison between client and client resources to effectively communicate clients needs, ideas, and opportunities
Scheduling room reservations, ordering catering, organizing transportation, ordering event supplies and equipment, answering email/phone inquiries, coordinating registration and payments, AV needs, décor, etc.
Develops processes for tracking and reporting efficiency measures across all event program elements to optimize resources and outcomes
Participate in weekly staff management meetings
Function as an integral part of the team, thriving on teamwork
Develop event timelines and coordinate vendor load in and campus services while keeping in mind any building restrictions
Oversee event administrative responsibilities (invoice processing, pre-event tasks, place cards, menu cards, seating, etc.)