Manager, University Events

Pepperdine University•Malibu, CA

About The Position

The Manager, University Events supports the planning and execution of high-quality University events, including commencements, concerts, luncheons, receptions, and other events that promote ongoing relationships with students, alumni, faculty, staff, and donors. The position is responsible for all aspects of University event planning, implementation, and logistics, including developing workable planning timelines and event materials. The role oversees event scheduling and management; develops relationships with vendors, University departments, and volunteer groups; and supervises contractors, staff, and volunteers involved in event planning and delivery. It handles assigned events from planning through communications, logistics, follow-up, budget management, and on-site implementation. The manager prepares event materials, tracks deadlines and requirements, coordinates contracted services and equipment rentals, and supervises setup, execution, and teardown while resolving operational issues. The position also advises University leaders and other stakeholders on program agendas and event requirements, and upholds the University mission through its work.

Requirements

Bachelor's degree.
At least 1 year of special project and event coordination, and conference and events production experience.
Professional knowledge of university and donor culture and executive presence to communicate directly with senior leaders.
Exceptional written and oral communication skills across diverse media.
Advanced organizational and multitasking abilities, including prioritizing high-impact initiatives, making independent decisions, and managing complex changes under pressure.
Strong background in comprehensive event logistics, physical setup and teardown, and end-to-end production.
Physical stamina for lifting.
Ability to work collaboratively and autonomously while managing large-scale events, programs, and strategic projects with meticulous attention to detail.
Demonstrated ability to build relationships with diverse constituents, including executives, faculty, staff, students, employers, and donors, while maintaining composure and flexibility in fast-paced environments.
Proficiency in computer word processing, including Google Workspace.
Superior phone skills.

Nice To Haves

At least 2 years of special project and event coordination, and conference and events production experience.
Knowledge of Raiser's Edge and PeopleSoft.
Knowledge of University policies and procedures.
Ability to use desktop publishing programs.

Responsibilities

Oversee scheduling and management of University events, including fundraisers, commencements, concerts, luncheons, receptions, retreats, and conferences.
Develop and maintain relationships with outside event vendors, internal departments, volunteer groups, University officials, and professional colleagues.
Supervise independent contractors, interdepartmental staff, and volunteers involved in planning and implementing events.
Manage all phases of assigned events, including communications, logistics, contract guidance, policies and procedures, and pre- and post-event follow-up.
Represent the University or department at event planning meetings.
Assist with developing, preparing, producing, and distributing event promotional and marketing materials and information.
Track and communicate deadlines and schedules, including floor plan submissions, insurance requirements, permitting, and other event details.
Manage events on-site and coordinate follow-up and evaluation.
Travel to oversee event preparation and execution, and work nights and weekends as needed.
Estimate event expenses and expected revenue, and prepare, submit, and oversee event budgets.
Lead and carry out on-site setup and teardown, including moving event equipment and arranging staging.
Direct volunteer workers, event staff, and student workers during setup, event execution, and teardown, and troubleshoot operational issues.
Manage event databases, files, invitee and reply information, and expenses.
Run reports and prepare event documents, including guest lists, seating assignments, and room setup diagrams.
Advise senior administrators, alumni directors, advancement staff, and division leaders on program agendas and the information needed to execute event roles.
Schedule contracted services and equipment rentals for services not available in-house.
Complete event communication and coordination in advance and in a timely manner.
Perform other duties as assigned and uphold the University mission through work performed.