Assistant Director Special Events

Florida International University; Miami (FL); On-site; USD 65,000 - 95,000; Full time

Job summary

Florida International University in Miami seeks an Assistant Director who will provide leadership and operational support within the Office of University Protocol, Ceremonies, and Events, planning and executing a diverse portfolio of institutional events that advance the university's mission.

The role oversees events from concept to post-event evaluation, guiding units, coordinating logistics, budgets, and vendor relations to ensure professional delivery and alignment with FIU's standards.

Responsibilities

• Manages and executes an assigned portfolio of institutional events.
• Oversees full planning from concept to post-event evaluation.
• Leads with university standards and reflects leadership expectations.
• Advises colleges and units planning events.
• Ensures events align with mission, brand, and professionalism.
• Oversees logistics: venue, catering, AV, parking, décor, and signage.
• Develops event timelines, run-of-show, and agendas.
• Coordinates schedules and communicates deadlines to stakeholders.
• Conducts site visits, planning and rehearsal meetings.
• Prepares contingency plans for logistical or production issues.
• Directly manages event staff and volunteers.
• Supports commencement, convocations and major university programs.
• Manages event budgets within allocations and policies.
• Negotiates with vendors for cost-effective, quality services.
• Maintains relationships with leadership, faculty, students, donors.
• Collaborates with marketing teams on event materials.
• Guides communications to reflect FIU's brand and standards.

Job description

About FIU

Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and MacArthur Genius Fellows. A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.

Job Summary

The Assistant Director provides leadership and operational support within the Office of University Protocol, Ceremonies, and Events and is responsible for the planning, coordination, and execution of a diverse portfolio of institutional events that advance the university's mission, strategic priorities, and institutional image. This position leads complex and high-profile events, provides guidance and consultation to university units and colleges, and ensures that events reflect the standards, protocols, traditions, and expectations established by university leadership. Working closely with the Executive Director, the Assistant Director oversees events from conceptualization through post-event evaluation. Events may include lectures and visits by distinguished dignitaries, town hall meetings, university conferences, groundbreaking and ribbon-cutting ceremonies, galas, institutional celebrations, commencements, convocations, and other major university events.

Responsibilities

• Manages and executes an assigned portfolio of institutional events within the Department of University Protocol, Ceremonies, and Events.
• Oversees the complete event planning process from conceptualization through execution and post-event evaluation, ensuring that events are professionally delivered, achieve established objectives, and reflect university standards.
• Leads or assists with the planning and execution of complex, high-profile, and institutionally significant events, including visits by distinguished dignitaries, lectures, town hall meetings, conferences, groundbreaking ceremonies, ribbon-cutting ceremonies, galas, institutional celebrations, commencements, convocations, and other events as assigned.
• Provides event planning expertise, leadership, and consultation to colleges, departments, and university units planning or participating in institutional events.
• Ensures events are aligned with the university's mission, institutional priorities, brand, and standards of professionalism.
• Oversees event logistics, including venue selection and reservations, catering, audiovisual and technical requirements, parking, transportation, décor, staging, seating, registration, signage, security, and other event-related services.
• Develops comprehensive event timelines, production schedules, planning checklists, event agendas, speaking programs, and detailed run-of-show documents.
• Coordinates event schedules and communicates expectations, deliverables, and deadlines to all internal and external stakeholders.
• Conducts and/or participates in site visits, planning meetings, production meetings, rehearsals, and event briefings.
• Oversees event setup, production, and day-of-event operations to ensure that all components are executed according to plan.
• Anticipates potential challenges and develops contingency plans to address logistical, operational, scheduling, or production issues.
• Makes real-time decisions and adjustments during events to ensure continuity, professionalism, and a positive experience for attendees, speakers, university leadership, and other stakeholders.
• Oversees the support and coordination of event staff, coordinators, volunteers, and other personnel during events.
• Supports major university events, including commencement, convocations, and other university-wide programs as assigned.
• Develops, monitors, and manages event budgets to ensure expenditures remain within approved allocations and financial policies.
• Negotiates with vendors and service providers to obtain cost-effective solutions while maintaining quality and meeting university standards.
• Establishes and maintains strong working relationships with university leadership, administrators, faculty, staff, students, alumni, donors, community members, vendors, and external partners.
• Collaborates with marketing, communications, creative, and design teams to develop event-related materials, including invitations, promotional materials, digital communications, social media content, videos, signage, programs, and other materials.
• Provides guidance to ensure event communications and promotional materials appropriately reflect the university's brand, image, mission, and institutional standards.
• Serves as a departmental representative in the absence of the Executive Director, as assigned.
• Supervises daily team operations and directly manages personnel within the unit.
• Ensures events are planned and executed in accordance with university policies, procedures, protocols, safety requirements, accessibility standards, risk management guidelines, and applicable regulations.