Event Manager

Job Title:

Event Manager

Job Summary:

Event Manager(s) will work directly with USF internal client base (Schools, Departments, Associations and/or Organizations) and external clients brought in by USF or independently to manage the creation and execution of client events and programs. The Event Manager will establish goals and objectives, develop budgets, and oversee all aspects of the planning, implementation, management, and execution of each event.

This position requires interaction with colleagues on every level University wide, internal vendors (facilities, AV, Public Safety, etc) and external vendors. The Event Manager will initiate contact with clients in an effort to direct planning and provide guidance to produce a seamless event or program. The Event Managers goals are to provide Event Management service so the client’s primary focus can be on guests and content. By providing complete Customer Service the clients events and programs will highlight the benefits of the University of San Francisco and the mission statement by which the University follows.

The role reports to the Director of Event Management & Guest Services for the University of San Francisco.

Full Job Description:

Event Manager responsibilities include:

• Extensive event management services and logistical support for onsite Operations staff
• Contract and manage external vendors to actualize an event/program
• Collaborate with internal USF departments to share resources which directly support the  efforts to develop and execute events
• Responsible for maintaining budgets up to $100,000 per event
• Liaison between client and client resources to effectively communicate clients needs, ideas, and opportunities
• Scheduling room reservations, ordering catering, organizing transportation, ordering event supplies and equipment, answering email/phone inquiries, coordinating registration and payments, AV needs, décor, etc.
• Develops processes for tracking and reporting efficiency measures across all event program elements to optimize resources and outcomes
• Participate in weekly staff management meetings
• Function as an integral part of the team, thriving on teamwork
• Develop event timelines and coordinate vendor load in and campus services while keeping in mind any building restrictions 
• Oversee event administrative responsibilities (invoice processing, pre-event tasks, place cards, menu cards, seating, etc.)

 

Skills Required:

• Associates degree required with 2-4 years’ prior experience in event management related activities including event budgeting
• Strong priority management and attention to detail, including ability to prioritize multiple assignments and deadlines 
• Demonstrates excellent customer service and teamwork, while also having the ability to self-start and work independently
• Must think strategically; identifies issues and find a reasonable solution
• Excellent oral and written communication skills
• Experience dealing with a variety of constituents in a professional manner
• Demonstrates excellent interpersonal skills
• Advanced spreadsheet (Excel), word processing, collaborative software (Google Apps), and reimbursement systems (Concur) skills preferred
• Experience with EMS or other online reservation systems
• May be required to work late or early to process time sensitive issues
• Must be able to attend certain planned events that occur outside of normal business hours and/or on weekends
• Ability to think and act quickly in high pressure situations/fast paced environments

Full-Time/Part-Time:

Full time

Pay Rate:

Salary

Salary Range :

$75,000-$85,000 annualized; commensurate with experience