Assistant Director, Special Events (Temporary)

Montclair State University; United States; Hybrid; USD 52,000 - 62,000; Full time

Benefits offered by this job

Health insurance

Retirement plans

Tuition assistance

Job summary

Montclair State University seeks an Assistant Director of Special Events to lead planning and execution of high-profile events in collaboration with campus offices to elevate the university’s profile. This role supports Presidential, Student Development and Campus Life events, coordinating logistics, communications, and stakeholder engagement.

The position requires a Bachelor's degree and 2+ years of relevant experience, in-person work with one remote day per week permitted.

Qualifications

• Bachelor's degree and minimum two years of experience in large-scale event planning.
• Strong interpersonal skills and ability to collaborate with diverse stakeholders.
• Ability to manage budgets, schedules, and vendor contracts with attention to detail.

Responsibilities

• Plan and manage high-profile events in collaboration with campus partners.
• Develop and monitor event budgets and procurement.
• Coordinate staff recruitment, training, and on-site supervision.
• Ensure ADA compliance and accessibility for all events.
• Produce and distribute event communications and collateral.

Skills

Event planning

Budget management

Project management

Team supervision

Education

Bachelor's degree

Job description

Job Description SUMMARY:

Reporting to the Director of Special Events, the Assistant Director of Special Events participates in the strategic development, planning, execution and management of the University’s high‑profile signature events, and works collaboratively with colleagues in the Special Events department and across campus to produce events that enhance and elevate the profile of the University with internal and external stakeholders. The Assistant Director assists in the planning and execution for a wide variety of large‑scale Presidential, Student Development and Campus Life, Development and Community events, and provides logistical and event planning support for smaller events managed by various Montclair State University colleagues across divisions and departments.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Participates in upholding policies, procedures and protocols that maintain high professional standards for all event productions.
• Participates in the planning and management of the department and the implementation of initiatives to support the strategic goals of the department, division and University.
• Evaluates goals and operations of the department and implements ways to improve performance.
• Acts in the absence of the director as follows: supervises department staff and work operations; works directly with key internal and external stakeholders to ensure seamless delivery of event elements; represents the department.
• Establishes and maintains effective communication and collaborative working relationships with key event stakeholder units throughout the institution including President’s Office, Provost Office, Facilities, Office of the Registrar, Development, University Communications and Marketing, Deans’ Offices, University Police, Student Development and Campus Life, Dining Services, faculty and staff, student organizations, government and private agencies and the public in order to accomplish the objectives and programs of the unit.
• Leads the logistical planning, management and execution of certain events as assigned.
• Assists with management of the department’s website and social media account.
• Produces associated collateral/public relation materials.
• Maintains and integrates University Brand Standards.
• Assists with the recruitment, selection, hiring, training, scheduling and supervision of the Graduate and Undergraduate student staff.
• Assists with event budgets; creating budgets, monitoring purchase orders, and reconciling all invoices post‑event.
• Creates and maintains registration systems and software applications for events.
• Develops and maintains event briefings, agendas, timelines and other relevant planning materials and resources.
• Participates in planning meetings with internal and external stakeholders to prepare for upcoming events.
• Compiles and analyzes event related statistics and data post‑event.
• Participates in post‑event analysis meetings and recommends improvements.
• Engages in continuous improvement, assessment, and evaluation of events, procedures, and department services.
• Understands the needs of diverse populations and effectively serves students, faculty, staff and the public with an inclusive approach.
• Ensures all events are ADA compliant and access provisions are available.
• Secures and negotiates goods and services from external service providers in conformance with University Procurement and legal contract requirements.
• Develops and executes detailed event staffing plans for event support staff.
• Coordinates, trains and supervises on‑site support staff for on and off‑campus events.
• Ensuring event specifications are addressed, trains staff regarding on‑site incident management and risk mitigation protocols.
• Manages the logistical planning and preparation with key internal providers and external vendors including but not limited to: venue and vendor selection VIP attendees, media, food and beverage service, technology, equipment rentals, parking, security, emergency planning, housekeeping, shuttle services, fire and safety, photography, room set‑ups, grounds, housekeeping, audio/visual services, staging, ticketing, livestreaming, ASL Interpreters, electricity, floral, etc.
• Participates in the creation, production and distribution of all event related communications and print and digital collateral in collaboration with University Communications and Marketing: emails, signage, websites, invites, splash screens, videos, photography, programs, etc.
• Maintains essential records and files in compliance with state and institutional record retention policies.
• Maintains integrity and appropriate confidentiality in University and program operations.
• Attends and participates in department, division, and university‑wide meetings; represents the Special Events department at meetings as required.
• Serves on ad hoc and standing committees as required.
• Performs other duties as assigned.
• Management retains the right to add or change job duties at any time.

QUALIFICATIONS:

• REQUIRED: Bachelor's degree from accredited college or university.
• REQUIRED: A minimum of two years progressively responsible professional experience in planning and managing large scale, complex, and high‑profile events at an institution of higher education or related field.
• REQUIRED: Outstanding interpersonal communication skills and an ability to work collaboratively with a variety of internal and external clients.
• REQUIRED: Demonstrated sound judgement, strong project management experience, problem‑solving and organizational skills, attention to detail, and ability to set priorities and meet deadlines while balancing multiple projects.
• REQUIRED: Ability to work flexible hours and to be physically present during events, including evenings, weekends and occasional holidays.
• REQUIRED: Ability to work primarily in‑person; one remote work day per week may be permitted when approved in advance by immediate supervisor.
• REQUIRED: Position requires ability to lift and carry items in excess of 20lbs, in addition to walking and standing for long periods.
• PREFERRED: Demonstrated administrative experience with budget development and financial management.
• PREFERRED: Demonstrated supervisory experience managing student staff.
• PREFERRED: Demonstrated project management success in achieving results in higher education or similarly large and complex organization.

Salary Range $38.00-$45.00 Hourly

Department Special Events (Temporary) Position Type Hourly - Temporary

The position may also be eligible for comprehensive benefits, including health insurance, retirement plans, and tuition assistance.

Inclusion Statement

Montclair State University values access and educational excellence. We are committed to an environment of diverse perspectives which ensures that graduates will be civically engaged, committed to democracy, and prepared to thrive as global citizens. We foster a community that promotes varied experiences and voices. We seek applicants who will contribute diverse ideas and perspectives and who value an environment that promotes educational growth and advancement for all.

EEO/AA Statement

Montclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity. Additional information can be found on the website at www.montclair.edu/human-resources/about-us/eo-aa-and-diversity/

Title IX and 34 C.F.R. 106 Policy

Montclair State is required by Title IX and 34 C.F.R. 106 not to discriminate on the basis of sex or gender, and does not discriminate on the basis of sex or gender in the operation of education programs and activities. The requirement to not discriminate on the basis of sex or gender in the operation of education programs and activities extends to admission and employment. For further details, please visit: https://www.montclair.edu/human-resources/job-seekers/

About Us

Building on a distinguished history dating back to 1908, Montclair State University has evolved from an institution that was a recognized leader in teacher education to an R2 research institution ranked as one of the 100 best public doctoral universities in the nation. The University serves 22,000 undergraduate and graduate students with more than 300 doctoral, master's and baccalaureate programs provided by 13 colleges and schools. Situated on a beautiful 252-acre campus just 12 miles from New York City, Montclair delivers the instructional and research resources of a large public university while retaining the supportive and personalized academic environment that provides a feeling of community more typical of smaller institutions. Montclair State University is proud to be committed to the principle of equal employment opportunity and does not discriminate in its recruitment and employment practices. The University is an inclusive, richly diverse community that fosters mutual respect, tolerance and understanding among all students and employees.