Special Events Planner

Reporting to the Director of Special Events and Operations, the Assistant Director of Special Events is responsible for the project management of a variety of stewardship and university events including: fundraising events, donor dinners, major campus lectures, recognition and awards events, and sponsorship dinners. This individual will have regular contact with donors, trustees, and university leadership. Facilitates engagement with donors and alumni that fosters an environment of equity, inclusion and belonging that values diverse life experiences, ideas, and perspectives.

Essential Functions (Responsibilities):

• Plans, implements, and manages donor events as assigned by the Director of Special Events and Operations.

• Essential duties include the development of event concept, staging and theme; overall event logistics, including reservation of event dates with appropriate parties, reservation of facilities and coordination of venue specific logistics; scheduling of entertainment, ordering of decorations, equipment rental, and deliveries; preparation of installation and event flow timelines, management of event set-up and breakdown; project management of invitations, programs and other printed materials; scheduling and coordination of catering.

• For each assigned event, creates proposed event budget(s) and regularly monitors approved budget(s), requests purchase orders, and communicates with vendors on pricing and logistics. Ensures that invoices are paid to vendors.

• Creates and monitors integrated event timeline, detailing specific tasks for each donor event.

• Works within Blackbaud Raiser's Edge NXT to develop and edit mailing lists, print invitations/envelopes, and mails invitations. Maintains R.S.V.P. lists in our donor management database and prepares nametags, menu cards, place cards and table numbers.

• Schedules brainstorm and other project development meetings. Fosters clear and constructive communication with internal clients and campus partners to ensure events meet university expectations.

• Determines appropriate stewardship gifts and orders/wraps gifts.

• Manages vendor/contractor communications during all aspects of event production and serves as on-site coordinator facilitating collaboration with campus offices.

• Other duties and tasks as assigned.

Required Qualifications

Required Qualifications:

• 2+ years of relevant work experience

• Strong verbal and written communication skills

• Proficiency utilizing personal computers with Microsoft Office software, specifically Excel and mail merges

• Excellent organizational skills with keen attention to detail

• Ability to maintain strict confidentiality standards of the department/University

• Demonstrated effectiveness in working with the public as well as a variety of administrative levels

• The ability to handle multiple tasks with multiple priorities while adhering to tight deadlines under high expectations of accuracy.

• Some evening and weekend work is required for event staffing.

Preferred Qualifications

Preferred Qualifications:

• Bachelors degree

• 3+ years of relevant experience in a position of progressive responsibility

• Previous experience in a university advancement or event planning setting

• Experience in conceptualizing and creating recognition gifts

• Familiarity with Blackbaud Raiser's Edge NXT.

Physical Demands

Prolonged periods of sitting at a desk and working on a computer.

Must be able to lift at least 15lbs routinely.

Must be able to navigate an office setting.

Ability to travel regional and nationally.

Valid driver's license.