Assistant Manager of Events

Xerox Corporation; West Palm Beach, Northern (FL, KY); Hybrid; USD 52,000 - 66,000; Full time

Job summary

Palm Beach Atlantic University in West Palm Beach, FL is seeking an Assistant Manager of Events to lead events from planning through execution and follow-up, coordinating timelines, vendors, and logistics for campus and off-campus venues. The role partners with leadership and the Advancement team to deliver outstanding events and donor engagement.

The position requires a Bachelor’s degree and 2+ years of event planning experience, with strong communication, teamwork, and problem-solving skills.

Qualifications

• Bachelor’s degree is required.
• 2+ years of relevant experience in event planning, management, or related field.
• Experience coordinating donor relations events and campus programs is preferred.

Responsibilities

• Lead events from planning to post-event follow-up.
• Create event plans covering goals, venue, catering, décor, timelines, and on-site management.
• Manage vendor relationships and on-site logistics for campus and off-campus events.
• Collaborate with marketing for design and execution of event materials and messaging.
• Maintain RSVPs and ensure clear attendee communications.

Skills

Customer service

Professionalism

Adaptability

Analytical thinking

Attention to detail

Confidentiality

Conflict management

Time management

Communication

Creativity

Education

Bachelor’s degree in business/communications/hospitality or related field

Job description

Job Details

Job Location: Palm Beach Atlantic University - West Palm Beach - West Palm Beach, FL 33401 Position Type: Full Time Education Level: 4 Year Degree

SUMMARY

In support of the university’s mission and objectives, the Assistant Manager of Events leads assigned events from planning through execution and follow-up, managing components such as timelines, vendor relationships, stakeholder communications, and logistics. This role makes key decisions regarding the planning and execution of assigned events in partnership with leadership and the broader Advancement team. This position also provides event planning expertise and logistical support to other departments for their major events such as employee gatherings, conferences, board meetings, and special guest speakers.

Event Planning and Execution

• Leads assigned events from beginning to end, including planning, coordination, on-site execution, and post-event follow-up.
• Creates event plans and makes decisions regarding event execution, including event goals, invite lists, venue, catering, décor and entertainment details, printed materials, personnel assignments, timelines and deadlines, on-site management, general operations, and event follow-up.
• Leads and manages events involving annual relationship-building and fundraising on campus and at local venues, alumni and parent gatherings on the university campus, donor relations lunches and dinners, groundbreakings and building dedications, special guest speakers, and other events.
• Manages vendor relationships and event-related services such as coordinating event setups, catering, parking, and other key details with appropriate staff for event setups both on and off campus, adjusting and resolving issues as necessary.
• Collaborates with the marketing team for design and execution of creative elements.
• Maintains RSVP lists and ensures smooth communication with attendees as well as organization of all attendee details.
• Collaborates closely with marketing and development teams to ensure communication timelines are met and key information on donors or prospective donors is catalogued into the appropriate database.
• Maintains a high standard of excellence for event execution and outstanding service to event guests, as well as ensuring a collaborative atmosphere amongst vendors and support staff.
• Ensures excellent communication amongst internal teams so that all aspects of the event are well understood and operate efficiently.
• Provides direction to student employees, vendors, volunteers, and other event support personnel during assigned events and makes real-time decisions necessary for successful event execution.

Key Accountabilities

• Supports other departments – e.g. Office of the President, LeMieux Center for Public Policy, Titus Center for Franchising, etc. – by providing event planning guidance and leading assigned elements of their events: venue management, catering, décor, parking, creative elements management, coordination of live production needs, and volunteer or staff assignments as needed.
• Serves as a resource to departmental partners regarding event planning, logistics, timelines, and execution and recommends solutions based on event needs and university standards.
• Provides training on event software management so department point-of-contacts can manage RSVP lists and guest information.
• Assists with evaluating event processes and recommends improvements to enhance efficiency, guest experience, and overall event execution.
• Other duties as assigned.

Qualifications

EDUCATION: Bachelor’s degree in business, communications, hospitality, or other related field, required.

EXPERIENCE: 2+ years of relevant experience in event planning, event management, coordination, development, or other related field, required.

ESSENTIAL COMPETENCIES (Knowledge, Skills, and Abilities)

• Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.
• Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.
• Christ-first Faith – Provides spiritual support to community members, including students, on their Christian faith journey.
• Adaptable/Flexibility – Ability to change or adjust to change.
• Analytical Thinking & Decision Making – Identifies and understands trends and/or issues, connects data points through analysis and logical conclusions/actionable strategies.
• Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.
• Confidentiality – Maintains the necessary confidentiality and discretion required for the position.
• Conflict Management – Functions professionally and wisely during difficult conversations, while under stress, and while managing challenging situations.
• Continuous Improvement – Implement or brainstorm ways to optimize a process.
• Creativity – Ability to think creatively and design creative solutions to problems.Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well‑articulated messaging across a wide variety of audiences.
• Establishes Trust – Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable.
• Problem-solving – Anticipates, evaluates, diagnoses, and resolves problems in a systematic and fact‑based manner.
• Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
• Results Orientation & Accountability – Takes accountability and identifies, executes, and drives actions to consistently achieve desired results.
• Self‑development – Grow one’s self‑awareness, abilities, skills, and/or talent.
• Teamwork & Collaboration – Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross‑functionally.
• Technology – Strong aptitude to learn new technologies as department processes evolve.

ADDITIONAL REQUIREMENTS

• Ability to operate a PBA vehicle, equipment, or transport groups of students, including operating a van, car, golf cart, utility vehicle.
• Must possess a valid U.S. driver’s license.
• Ability to travel 10% of the time.
• Ability to work non‑routine hours during certain times of the year.
• Ability to sit for prolonged periods of time.
• Ability to traverse campus and stairs.
• Ability to lift/move objects up to 50 pounds.