Assistant Director, University Events

Seattle-University; Seattle (WA); Hybrid; USD 66,000 - 70,000; Full time

Benefits offered by this job

Hybrid work eligible

Tuition assistance (100% tuition for 1

Health plans and retirement benefits

Job summary

Seattle University seeks an Assistant Director of University Events to professionally plan, produce, and analyze high-profile events, including in-person, hybrid, and virtual formats. You will partner with campus leaders to set goals, manage budgets, and coordinate vendors, speakers, and staff while elevating the university’s mission.

Reporting to the Sr. Director, you will develop messaging, lead debriefs, and drive data-driven improvements for ROI.

Qualifications

• Bachelor’s degree plus three years’ relevant experience, or 5+ years in event coordination, management, or hospitality.
• Exceptional project management with competing timelines and budgets.
• Strong customer service mindset.
• Familiarity with event technologies and analytics.
• Excellent written and verbal communication; ability to present and lead meetings.
• Ability to work in a diverse, intercultural organization.
• Understanding of current event trends and best practices.

Responsibilities

• Plan and execute signature university events to cultivate donors and engage stakeholders.
• Collaborate with university leaders and officers to set vision and timelines.
• Develop event timelines and budgets; coordinate venue, catering, AV, and parking.
• Lead program development, coach speakers, write talking points.
• Manage event messaging with MarCom; save-the-date to social content.
• Coordinate staffing plans and train event leads.
• Identify student ambassadors to serve as volunteers.
• Lead debriefs; analyze results and produce wrap reports.
• Develop event standards and systems; ensure compliance with goals.
• Use tools to document progress and data; create surveys for feedback.
• Prepare reports and ROI analyses; support portfolio planning.

Skills

Project management

Event planning

Vendor relationships

Communication

Strategic planning

Diversity & inclusion

Intercultural awareness

Budget management

Team leadership

Customer service

Education

Bachelor’s degree

Tools

Social Tables

EMS

Localist

Raiser’s Edge

Eventbrite

Teams Planner

Job description

Months Per Year:12Work Model:Hybrid Work EligibleSeattle University will be one of the most innovative and progressive Jesuit and Catholic universities in the world, educating with excellence at the undergraduate, graduate, and professional levels. We embrace an intersectional framework for defining diversity in its broadest sense, including differences in gender, gender identity, race, ethnicity, generational history, culture, socioeconomic class, religion, sexual orientation, national origin, citizenship status, political perspectives, geographic origin and physical ability. Seattle University strives to be a welcome, open and safe campus climate for all who learn, live and work at Seattle University.Seattle University's Core CompetenciesEffective Team Collaboration: Works harmoniously with others towards a common goal, leveraging individual strengths to achieve shared objectives.Emotionally Intelligent Communication: Engages in a skillful exchange of information, thoughts, and feelings, verbally and non-verbally.Ethics and Integrity: Demonstrates an unwavering commitment to honesty, professionalism, and alignment with our Jesuit mission in all actions and decisions.Flexibility and Innovation: Embraces change, approaching problems with curiosity adaptability, and is committed to making a positive impact.Mindful Inclusion: Fosters mindful inclusion by consciously creating a workplace that celebrates differences, embraces cultural humility, and empowers uniqueness.Outcomes-Driven Orientation: Sets clear objectives, pursues excellence, and delivers measurable outcomes while upholding Jesuit Catholic values.Job Description SummaryResponsible for the project management of the university’s signature events, this position professionally plans, produces, and analyzes key events hosted by Seattle University to further the university’s educational mission, strategic, and business plans.The Assistant Director of University Events oversees all elements of in-person, hybrid, and virtual event management including but not limited to vision and goal setting, audience development, guest management, event marketing, programming and script development, speaker coaching, production specifications, coordination of catering and beverage service, venue and vendor management, and event staffing.Supporting University Events strategic planning, the Assistant Director develops and refreshes event management protocols and procedures, leads event debriefing, and produces comprehensive post-event analysis.Position Description:Reporting to the Sr. Director of University Events, the Assistant Director of University Events project manages fundraising, cultivation, engagement, and stewardship events to engage, deepen relationships, and recognize Seattle University constituents including but not limited to alumni, donors, faculty, staff, students, parents, and friends. This role is responsible for using expertise to partner with internal clients and subject matter experts to successfully implement impactful, engaging events that elevate the image of Seattle University. This role is responsible for the coordination of Seattle University’s most critical mission-driven VIP engagements including but not limited to events sponsored by the Offices of Advancement, the President, the Provost, and the Board of Trustees.The Assistant Director will demonstrate exceptional leadership qualities, be mission-centered, have an open, creative problem-solving approach, strong relationship-building skills, and a strong understanding of and experience with building and supporting diverse and inclusive teams. Expert knowledge of event planning and coordinating, program development, and event production is necessary. The position requires a collaborative, resourceful and strategic thinker.Essential Job FunctionsThe Assistant Director of University Events has the following areas of responsibility:Event Planning and CoordinationResponsible for high level professional production of signature university events to cultivate new donors, steward existing donors, engage students, faculty, staff and alumni, and strategically raise and increase support for the university’s mission and programs.Collaborate with university leaders, development officers, alumni engagement officers, and subject matter experts to develop event vision and goals, messaging, team roles and responsibilities, program outlines, and communication timelines.Leverage project management tools to develop accurate event/project timelines and budgets, coordinate with on- and off-campus partners to manage venue contacts, catering partners, entertainment, parking, A/V, and other event logistics.Lead event program development, draft speaker briefs, identify and interview potential program speakers, coach program speakers, write talking points and/or scripts, and act as stage manager as assigned.Working with the Sr. Director for University Events and University Marcom team to oversee the development of event messaging including, but not limited to: save the date, invitation, social media, and event communication content.In collaboration with MarCom, project manage video storytelling projects as needed for event production.Coordinate event staffing plans and communications/trainings for largescale events. Recruit and train event leads to implement staffing plans on event day.Lead events colleagues and advancement teams in identifying student ambassadors to serve as volunteers for relevant events.Lead event stakeholders in formal and informal event debriefs. Gather qualitative and quantitative event results, analyze performance, distribute event wrap reports, and share recommendations to improve future event performance.Event Standards and Systems CoordinationLead development and implementation of best practices for event coordination. Promote awareness and serve as a resource among the division and across the university for standard event protocols including maintaining records and guest management.Lead event briefing production as assigned including drafting event briefs, speaker briefs, and presidential briefs.Utilize web and database tools such as Microsoft Teams Planner, Social Tables, Eventbrite, and Raiser’s Edge to effectively document and track event planning progress and data.Develop surveys for key event follow-up to create a feedback loop for event guests and help improve event experience. Prepare reports and analyze event data to document engagement value and ROI.Ensure that University Events coordination operations comply with the strategic goals and vision of the University. Along with the Sr. Director, create and implement short- and long-term strategic plans for University Events, including operating plans and continuous process improvement.Lead continual improvement efforts specific to event project management and data management systems.Remain current with event trends to inform event design and continually improve event program effectiveness.Contribute to annual University Events assessment to ensure departmental goals are met and adjust objectives as needed.Marginal Job FunctionsProgram ManagementSupport the Sr. Director of University Events in developing and defining the university’s portfolio of events and strategies that will achieve year to year and campaign goals. Evaluates and builds university capacity for future events in alignment with the needs of the department and university to achieve agreed upon goals.Acts as a lead contact for the University Events team among campus departments and units.Partner and Vendor Relationship ManagementDevelops and maintains excellent event stakeholder relationships, facilitating the success of programs held on the Seattle University campus.In coordination with the Sr. Director of University Events, adjusts University Events operations as needed to better serve customers and partners.Negotiates agreements and ensures partners/vendors have smooth and mutually beneficial communications with University Events.Regularly assess external vendors to ensure that Seattle University is continually given excellent rates and services. Negotiate agreements and prepare contracts for external vendor services, equipment, and support.Acts as single point of contact for vendors.Review vendor invoices for accuracy and provide financial data and reconciliation to involved departments.Attends assigned or appropriate ad hoc meetings with service providers and provides activity reports to University Events management as needed.Ensure that policies and procedures related to service provider relations are followed and recommend changes as necessary.Other duties as assigned and as relevant to the success of events and the University Events team.QualificationsBachelor’s degree plus three years’ relevant experience, or 5+ years in event coordination, management, or hospitality.Exceptional project management with competing timelines, priorities, and limited budgets.Exemplary attention to detail.Successful candidates will have strong customer service skills and mindset.Familiarity with technologies, platforms, systems, and analytics.Skill in big-picture thinking and strategic planning as well as presenting new ideas, strategies, and initiatives both proactively and responsively.Excellent written and verbal communication skills, the ability to give presentations, lead meetings, and contribute to groups and gatherings of varied sizes.Ability to operate creatively, strategically, and consciously in a dynamic, intercultural organization with many communication considerations rooted in culture and tradition.Understanding of current event trends and best practices.All candidates must show a demonstrated commitment to diversity and the university's mission, vision, and values.Preferred QualificationsBachelor’s degree in hospitality, Communications, Marketing, Business, or related field.Individual is inspired to work in alignment with the university’s mission and values.Experience working among diverse communities and equity and inclusion initiative work.Work experience in higher education and/or nonprofit or public sector organizations.Experience working in collegiate event environment.Proven track record of high-level communications with a diverse range of clients, attention to detail and policy enforcement.Proficiency in Social Tables, Event Management System (EMS), Localist, Raiser’s Edge, and other event software or platforms.A successful candidate will have work experience that demonstrates their ability to work independently and collaboratively given guidelines and priorities.University Advancement is committed to developing an equitable and inclusive culture that fosters a sense of belonging for all.Compensation at a Glance$66,000 - $70,000Application InstructionsPlease attach a cover letter with your resume when applying. Job postings are open until filled, unless otherwise specified.Seattle University has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, and not based on a candidate’s gender or any other protected status.Your total compensation goes beyond the number on your paycheck. Seattle University provides generous leave, health plans, and retirement contributions that add to your total compensation package.Benefits at a GlanceConsistent with its fundamental Jesuit values, Seattle University offers a wide range of benefits designed to care for the whole person. Benefits are available to eligible employees working at an FTE of 0.53 or greater. Eligible employees may choose from three medical plans, as well as dental and vision insurance programs. Protect your income with life, short- and long-term disability coverage. Plan for your future with up to a 10% employer contribution toward retirement benefits, comprised of a 5% nonelective employer contribution and an additional dollar-for-dollar match of your voluntary contributions, up to a maximum of 5%.Eligible employees may also take advantage of 100% paid tuition benefits for themselves and eligible dependents, a subsidized transportation benefit, a wellness program with free access to an on-site fitness facility, and a wide variety of campus events. Enjoy a generous holiday schedule, including a paid December holiday break closure, vacation and paid sick leave, and paid community service leave.Positions designated as hybrid eligible may offer the opportunity for a hybrid work schedule after successful completion of an introductory period of 3–6 months. In these cases, the role typically begins fully on campus to support onboarding and training, with the potential to transition to a hybrid arrangement thereafter.Positions designated as on-site are not eligible for hybrid work and are expected to remain fully on campus.All flexible work arrangements are subject to periodic review and may be modified or discontinued at any time at the university’s discretion.