Advancement Events Producer

Palo Alto University; Palo Alto (CA); Hybrid; USD 75,000 - 110,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

Palo Alto University seeks an Events and Operations Specialist to drive the production and logistics of SPUR's advancement events. The role requires managing complex events, vendor relationships, and on-site execution with PAU standards.

Reporting to SPUR leadership, you will own timelines, invitations, RSVP systems, and post-event follow-ups, supporting commencement week and high-profile donor gatherings in a hybrid Bay Area environment.

Qualifications

• Bachelor's degree in event management, communications, hospitality, marketing, public relations, or a related field.
• Two or more years of progressive experience in event production, advancement operations, or a related role, with demonstrated success managing complex, multi-stakeholder events from planning through execution.
• Experience with invitation and RSVP management systems, event registration platforms, and CRM tools; familiarity with HubSpot preferred.

Responsibilities

• Own end-to-end production and logistics of SPUR's core advancement events, including galas, donor cultivation gatherings, and alumni events.
• Manage venue selection, catering, audiovisual, signage, transportation, staffing, and on-site coordination to reflect PAU's standards.
• Develop event production timelines, run-of-show documents, vendor contracts, and post-event reports.
• Serve as on-site coordinator for events, managing setup, vendor relationships, staff, and real-time problem resolution.
• Build and maintain a vendor network aligned with PAU's quality and mission.
• Lead the full production of PAU's commencement week, coordinating with Registrar and Academic Affairs.
• Design cultivation activities during commencement week to engage graduates with PAU's alumni network.
• Coordinate with Development and Alumni Relations for donor touchpoints during events.

Skills

Event production

Project management

Vendor management

Logistics

Communication skills

Stakeholder coordination

Education

Bachelor's degree in event management

Tools

HubSpot

Job description

Palo Alto University seeks an Events and Operations Specialist to drive the production and logistics of SPUR's advancement events. The role requires managing complex events, vendor relationships, and on-site execution with PAU standards.

Reporting to SPUR leadership, you will own timelines, invitations, RSVP systems, and post-event follow-ups, supporting commencement week and high-profile donor gatherings in a hybrid Bay Area environment.