Senior Associate Director of University Events -Ceremonial

St. John's University•Queens Campus, NY

3d•Onsite

About The Position

The Senior Associate Director serves as the primary event manager and planning lead for the University’s most visible institutional level events, including but not limited to ceremonial and academically affiliated events, including commencements, convocations, and other high-impact ceremonies and events. This role owns a defined portfolio of events and is responsible for the end-to-end planning, coordination, and execution of all events-related tasks, from early concept through delivery and post-event close-out. Working in close partnership with the Executive Director of the Office of University Events, the position shares accountability for event outcomes, execution readiness, and post-event assessment, consistent with the Office’s tiered portfolio model. Portfolio ownership includes discipline around scope, sequencing, and resourcing decisions, escalating matters of institutional risk or protocol exception to the Executive Director. The role translates academic tradition, institutional standards, and presidential priorities into disciplined, high-quality events and represents the Office with professionalism, judgment, and discretion in all internal capacities.

Requirements

Bachelor’s degree required
7–10 years of experience in ceremonial events, academic event planning, and/or institutional events, in protocol-driven environments
Demonstrated experience planning and executing large-scale, high-profile events
Strong organizational, coordination, and problem-solving skills
Deep understanding of academic ceremony, institutional protocol, and higher education culture.
Strong event planning and management skills in complex, high-visibility, ceremonial environments.
Demonstrated ability to plan, integrate, and manage large numbers of detailed, interdependent tasks.
Excellent follow-through and accountability; exercises independent judgment and sound decision-making.
Strong sense of urgency with a commitment to accuracy, quality, and timeliness.
Exceptional attention to detail; strong organizational and time-management skills.
Proven ability to manage multiple priorities and competing deadlines effectively.
Sound judgment and risk awareness, particularly in reputationally sensitive or ceremonial contexts.
Strong critical-thinking and problem-solving skills; resolves issues under pressure with professionalism and speed.
Maintains a calm, composed demeanor in high-stress and time-sensitive situations.
Ability to balance tradition, institutional standards, innovation, and operational practicality within governance frameworks.
Strong interpersonal and diplomatic skills; ability to build effective relationships with senior leadership, faculty, donors, alumni, students, and campus partners.
Clear, effective written, verbal, and interpersonal communication skills.
Ability to work independently in a fast-paced environment while functioning as a collaborative team member.
Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Access.

Nice To Haves

Master’s degree in higher education administration, communications, public administration, hospitality, or a related field
Experience in a higher education or mission-driven institutional setting
Direct experience with commencements or major academic ceremonies

Responsibilities

Serve as event manager for assigned events, including but not limited to ceremonial and academic such as commencements, convocations, and recognition ceremonies.
Act as the single point of coordination for all planning and execution-related tasks for assigned events.
Plan, integrate, and manage all event workstreams, ensuring tasks are identified, sequenced, and completed on schedule.
Ensure alignment with University goals, presidential priorities, and institutional strategy.
Plan events that advance the priorities of the university while reflecting academic tradition, institutional protocol, and University standards.
Develop comprehensive planning materials for review with the Executive Director, including: Event programs and planning proposals, Identification of key program participants, speakers, honorees, stage party, and leadership roles, Guest lists, seating charts, stage seating plans, recognition plans, and VIP protocols, Event run-of-show documents, scripts, cues, directions, and staffing assignments.
Determine appropriate event locations (on- and off-campus) and submit recommendations for approval.
Conduct research and prepare statistical or summary information to support planning, proposals, and evaluations.
Coordinate and oversee all logistical and operational elements of assigned events, including: Venue preparation and space reservations, Staging, audiovisuals, accessibility, and security coordination, Vendor service requests, contracts, and floor plans, Catering coordination, menu development, and recommendations, Event staffing plans, including commencement host staffing, and Other event tasks as outlined in planning documents.
Lead on-site execution, managing flow, timing, transitions, and real-time issue resolution.
Ensure all event materials and supplies are properly prepared, labeled, packed, and staged in advance.
Serve as co-chair of the Commencement Committees.
Initiate and coordinate commencement committee schedules, planning timelines, and execution plans.
Develop agendas and planning materials for review and discussion with Executive Director.
Provide regular updates to the Executive Director to ensure alignment on priorities, readiness, and key decisions.
Work in close partnership with University leadership and, as needed, unit-based professionals to ensure clarity of roles, decision-rights, and shared accountability.
Support event objectives while maintaining institutional standards, protocol, and governance expectations.
Prepare all event-related documents in accordance with Office procedures and governance standards.
Coordinate development of event communications and collateral in collaboration with MarCom.
Draft, review, and proof communications and printed materials for final approval.
Maintain reservation databases, as needed, seating charts, and master reply lists; execute mail merges and invitation distribution.
Maintain accurate electronic and hard-copy event files, including prior-year records, event binders, and shared folders.
Collaborate with the Assistant Director of Office Operations and Administration on event budgets and financial tracking.
Collaborate with Manager of Protocol and Event Systems Coordinator to improve efficiency and productivity as it relates to event tasks.
Work with the Executive Director to define desired outcomes and measures of success for events.
Analyze the success of each event and identify opportunities for refinement and improvement in relation to strategic outcomes.
Prepare post-event assessments summarizing outcomes, feedback, and lessons learned.
Lead post-event evaluation, documentation, and reporting for assigned events.
Provide data, insights, and recommendations to support portfolio-level KPI assessment and continuous improvement efforts.
Provide timely updates to the Executive Director and collaborate with University offices, event partners, schools, colleges, administrative units, and external partners to support effective planning and timely resolution of event-related issues.
Represent the Office of University Events with professionalism, discretion, and institutional awareness at all times.
Assist with planning other high-level events and projects as needed.