Special Events Manager

University of California, Irvine•Irvine, CA

6d•Onsite

About The Position

Under the direction of the Senior Executive Director, Donor Stewardship and Engagement, the Special Events Manager is responsible for planning, implementing, executing, and evaluating a comprehensive program of events, with a specific focus on managing a high volume of Health Advancement events, as well as support of other University Advancement events, as assigned. These events are used to cultivate the interest and involvement of current and prospective donors to UCI, as well as recognize and thank donors and volunteers. Advises, informs and makes recommendations on special event strategies to the Director of Special Events. The manager is responsible for independently formulating and executing a detailed action plan for each event to ensure that it achieves the defined goals and objectives. Manages special event resources to effectively execute a portfolio of high-level of events. In collaboration with development officers, schools and units, develops an overall event strategy to include program theme, marketing approach for the event, community and university invitation list, printed materials, and executes all aspects of event production to include, but not limited to vendor coordination, event timeline, scenario, and budget. Follow standard of quality and excellence, ensuring events UCI’s mission and priorities, enhance reputation, and foster relationships with important internal and external audiences.

Requirements

Ability to effectively work with invited guests, donors, government officials and university VIPs.
Skill to use a personal computer and computer software programs at the level of sophistication required for the Special Events & Protocol office.
Highly developed judgment, decision-making and problem recognition / avoidance / resolution skills.
Proven ability to work on several tasks simultaneously.
Skill at responding effectively to priorities and setting deadlines.
Demonstrated organizational and project management skills to work successfully with clients to produce high quality events that meet client needs and appropriately represent the campus for fundraising events.
Skills to provide excellent donor stewardship.
Highly developed interpersonal communication skills including political acumen and social perceptiveness.
Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities.
Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production.
Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large scale gatherings.
Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions.
Ability to complete large volume of diverse tasks efficiently, meeting established deadlines.
Knowledge and skill to set and monitor work standards and protocols.
Demonstrates good judgment in making decisions and managing events.
Skill in effectively meeting budget and time constraints.
Ability to give clear directives and use independent, rational judgment to make optimal decisions.
Knowledge of principles and practices of volunteer recruitment, supervision, motivation and evaluation.
Bachelor's degree in related area and / or equivalent experience / training.
Three years of experience in event support work.
Must be able to provide proof of work authorization.

Nice To Haves

Thorough knowledge of the campus, its vision, mission, programs, policies, achievements and infrastructure.
Knowledge of University policies and procedures relating to the use of University facilities, event management and presentation.

Responsibilities

Planning, implementing, executing, and evaluating a comprehensive program of events.
Managing a high volume of Health Advancement events.
Supporting other University Advancement events as assigned.
Cultivating interest and involvement of current and prospective donors.
Recognizing and thanking donors and volunteers.
Advising, informing, and making recommendations on special event strategies.
Formulating and executing detailed action plans for each event.
Managing special event resources.
Developing overall event strategy in collaboration with development officers, schools, and units.
Executing all aspects of event production, including vendor coordination, event timeline, scenario, and budget.
Ensuring events align with UCI’s mission and priorities, enhance reputation, and foster relationships.