Assistant Director Of Events & Programming

Job no: 494540
Categories: Staff
Department: Office of Events & Programming

The Assistant Director of Events and Programming is responsible for planning a range of events for the Office of the President and College Relations, and reports to the Director of Events & Programming. Event responsibilities will vary but will primarily focus on events hosted by the Office of the President, particularly those events taking place at the President’s House and boards and councils within College Relations (Alumni Association Board, Davidson Arts & Creative Engagement, etc.). This position will also assist the President’s Office as needed with campus initiatives such as Staff Appreciation Day and holiday gatherings. The Assistant Director will be responsible for coordinating, creating and planning all logistics, and must have the ability to manage multiple projects at one time, work independently and pay strong attention to details in order to represent Davidson College at the highest level possible.

Responsibilities:

• Create and monitor communication timelines based on varying event schedules. Draft, build, test and send event emails (invitations, reminders, day before/of and follow ups) in the college database (CRM).
• Arts Collection Advisory Committee
• Davidson Arts & Creative Engagement
• Serve as designated campus contact for questions related to events in the President’s home, consulting with groups as necessary to ensure events are of the quality expected.
• Build and manage online registration forms in the college database.
• Partner with the Director of Events & Programming to develop a formal process for tracking and approving use of the President’s home for events.
• Position requires evening and weekend work to manage events.
• Collaborate with staff in the Office of President to successfully execute events hosted in the President’s House, such as pre-lecture dinners, faculty receptions, student celebrations.
• Others as deemed necessary
• Responsible for building, managing and tracking all expenses and revenues to fit within the event budget.
• Alumni Association Board
• Maintain an inventory of event needs in the President’s home, working with campus partners as necessary to ensure events hosted in the President’s home are of high quality and that we have access to the necessary resources to do so.
• Coordinate in-person and occasional hybrid events, arranging for event needs and working closely with on- and off-campus vendors (including, but not limited to, linen rental companies, florists, caterers/dining services, tech services, campus police and physical plant).
• Develop and document a formal process for hosting events in the President’s home, including a request process, planning timelines, appropriate setup times & logistics in the home, access to areas of the home, coordination with the President and president’s family.
• Collaborate with the OEP team to develop creative event themes and logistics.

• Partner with College Relations colleagues to coordinate all logistics for meetings and special events hosted for the following boards and councils:

  • Alumni Association Board

  • Davidson Arts & Creative Engagement

  • Arts Collection Advisory Committee

  • Others as deemed necessary

• Assist with campus initiatives and events planned by the President’s Office as needed.
• For all assigned events, this position will be the primary point person, making independent decisions to arrange event logistics and programming and staffing.

Minimum Qualifications

• Must have proficiency in Microsoft Word, Excel and PowerPoint.
• Bachelor’s degree or relevant experience.
• 2 years of event management experience.
• Ability to lift 20+ pounds, to move boxes and supplies, be able to travel between locations on campus on foot or on golf cart, and willingness to be outside in various weather conditions.
• Must be able to problem solve as challenges arise, keeping what is best for Davidson and the event guests in mind.
• Must be willing to learn Davidson College’s database and marketing system (Blackbaud) and Google Suites, EMS booking system. Training on the college’s software systems will be provided.
• Valid driver’s license required.

Desired Skills & Abilities

• Ability to manage a high volume of projects simultaneously and smoothly.
• Demonstrated ability to maintain composure in high-stress situations requiring sound decision-making.
• Excellent oral and written communication skills.
• Exceptional project management and time management skills: highly organized and results-driven, and accountable with the ability to handle high pressure, last-minute, urgent requests.
• Demonstrates strong critical thinking skills and solution-orientation approach to challenges.
• Exceptional attention to detail.
• Experience working with various event planning programs (Social Tables, All Seated, etc.)
• Strong editorial skills. Needs to be able to both write and edit effectively and efficiently.
• Familiarity with Adobe creative programs such as Photoshop, Premiere, InDesign, Illustrator, Publisher, and mass email systems (with HTML).
• Strong interpersonal skills; Positive attitude and sense of humor; excellent internal and external customer service.
• Innovative problem solver, possesses a “can-do” attitude, tendency to take initiative with new projects
• Ability to understand and appreciate big-picture program development. Well-developed leadership ability, strong organizational skills, and self-motivation.

Information about how to submit an application can be found at https://employment.davidson.edu

At Davidson College, we believe the college grows stronger by recruiting and retaining a diverse faculty and staff committed to building an inclusive community. In order to achieve and sustain educational excellence, we seek to hire talented faculty and staff across the intersections of diverse races, ethnicities, religions and worldviews, sexual orientations, gender identities, ages, socio-economic backgrounds, political perspectives, abilities, veteran status, cultures, and national origins.