Associate Director of Special Events (Advancement)

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Job:

Associate Director of Special Events (Advancement)

Reporting to the Senior Associate Director of Special Events, the Associate Director of Special Events is a critical member of the Special Events team responsible for assisting with the planning, organizing, and implementing an annual roster of 30+ events for the Office of Advancement. The Associate Director provides critical oversight to specific project areas for the team, including vendor management, contracting, and payment, as well as select communications-related pieces. The Associate Director provides significant event management for the Alumnae Relations large-scale annual events: Reunion and Leadership Assembly, as well as takes the lead on approximately 10 on-campus, virtual, hybrid, and off-site events for various giving teams (Individual Giving, Major Gifts, Parents Giving, and Planned Giving). All these events are critical to development and sustaining the long-term relationships between Barnard and its key constituencies (alumnae, students, faculty, donors, parents, and friends), that result in substantial financial support and engagement for the College. The ideal candidate will be able to work both independently, when needed, and collaboratively with Special Events and department colleagues toward event goals and objectives.

Job Description:

Duties & Responsibilities:

• Assist the Special Events team in planning and executing annual roster of department events I in-person, hybrid, and virtual formats (~30 events annually), including the department’s largest events: Reunion and Leadership Assembly

• Independently direct and mange select small and mid-sized department events in collaboration with Giving team partners (~10 events annually), as assigned by the Director of Special Events

• Spearhead new events, as demand needs on behalf of the department

• Collaborate with College partners for College-wide events, including by not limited to: Commencement, Board of Trustee meetings, Building Groundbreakings and Grand Openings, Presidential Inauguration, etc. 

• Manage relationships with internal and external event partners throughout the planning process: Barnard Events Management, caterers, facilities, A/V, Public Safety, etc.

• Generate comprehensive event briefings, registration lists, timelines, run of shows, and staffing plans

• Create and manage event communications, event websites, event registrations, and event collateral. Spearhead approval process for all event materials

• Manage event logistics and staff day-of events, for in-person, hybrid, and virtual events

• Build and manage event budgets, in conjunction with event partners

• Research, negotiate with, and secure external vendors

• Manage payment and contracting process for team vendors, as needed

• Communicate regularly with board members, donors, and volunteers regarding event planning and logistics

• Secure and supervise student workers and volunteers, as needed

• In the absence of the Senior Associate Director of Special Events, assume increased responsibility

• Administrative and tracking responsibilities on behalf of Special Events team and event partners

• Act as resource for the department by serving as subject matter expert for event planning and logistics best practices

• Perform additional duties and responsibilities, as needed or as assigned

Skills, Qualifications & Requirements:

Knowledge, Skills & Abilities:

• Must be able to multitask, prioritize, and maintain organization

• Outstanding attention to detail

• Ability to analyze existing processes and suggest improvements. 

• Must be motivated, positive, proactive, innovative, and collaborative with strong attention to detail, and a solution-oriented mindset.

• Outstanding customer service skills

• Ability to adhere strictly to rules regarding confidential information

• Excellent oral and written communication skills

• Computer proficiency including, but not limited to Microsoft Office, and spreadsheets

• Ability to interact with the public with diplomacy and tact in a high pace environment

• Ability to work independently and collaboratively, in a goal-oriented team environment

• Must be able to work nights and weekends and outside standard business hours, as needed

• Ability and willingness to travel domestically 

• Must meet the department’s core values of collaboration, aspiration, transparency, respect, accountability, and trust.

Qualifications:

• Bachelor’s degree with 2-5 years of experience or equivalent professional experience

• Demonstrated ability to juggle multiple priorities with meticulous attention to detail

• Financial acumen, in particular, experience with budgets

Preferred Qualifications:

• Demonstrated experience planning and executing high-level, complex events

• Familiarity with Salesforce and/or Blackthorn a plus

• Familiarity with fundraising a plus, but not required

Additional Information:

• This job is currently a hybrid position and may require a presence in the office up to five times a week, including for team and full staff meetings, events, and other times as directed by the supervisor.

Salary range: $76,000 - $81,000 annually

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the College's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Company:

Barnard College

Time Type:

Full time