Executive Events Specialist (Event Services Specialist)

Indiana University; Indianapolis (IN); On-site; USD 51,000 - 62,000; Full time

Benefits offered by this job

Medical and dental insurance

Health savings account

Tuition subsidy

Job summary

Indiana University is seeking an Executive Events Specialist for the IU School of Medicine’s Office of the Dean. The role will plan and execute a broad portfolio of events at on‑ and off‑campus locations, coordinating with senior leaders, vendors, and external constituencies to achieve strategic objectives.

The position requires a Bachelor’s degree in business, finance, public administration, or related field, and experience planning complex or high‑touch events with multiple stakeholders.

Qualifications

• Proficient communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.

Responsibilities

• Plans and manages a portfolio of recurring and special events sponsored or supported by the Office of the Dean.
• Consults with sponsors and senior leaders to clarify purpose, audience, and outcomes for each event.
• Determines timelines, venue, program flow, staffing, and logistics for events.
• Coordinates activities before, during, and after events and manages multiple events concurrently.
• Plans and executes executive functions at on‑ and off‑campus venues, including leadership gatherings and receptions.

Skills

Communication

Professionalism

Time management

Quality focus

Flexibility

Learning mindset

Education

Bachelor’s degree in business, finance, public administration, or related field

Job description

OFFICE OF THE DEAN - MEDICINE (IN-DOSM-IUINA) Indiana University (IU) School of Medicine (IUSM) is the nation’s largest Doctor of Medicine (MD) granting medical school and a national leader in medical education, research, and clinical innovation, with 9 campuses across Indiana. Through its statewide academic enterprise and partnerships with leading hospitals and physician networks, IUSM advances its mission to prepare healers and transform health in Indiana and beyond.

The IUSM Office of the Dean provides statewide leadership and administrative support for the school and coordinates institutional priorities and activities involving leaders and partners across IUSM, Indiana University, IU Health, and the broader community.

The Executive Events Specialist is responsible for planning, developing, and executing a broad portfolio of events and related institutional functions sponsored or supported by the IUSM Office of the Dean. The position serves as a primary event‑planning resource for functions held at on‑and off‑campus locations and works closely with senior leaders, internal partners, vendors, and external constituencies. The event portfolio includes school‑wide meetings and leadership gatherings; executive and institutional functions; research and administrative events; external reviews and executive recruitment visits; community and industry engagement activities; and events involving donors, alumni, distinguished visitors, and other external stakeholders.

Department‑Specific Responsibilities

• Plans and manages a portfolio of recurring and special events sponsored or supported by the Office of the Dean.
• Consults with event sponsors and senior leaders to clarify the purpose, audience, desired experience, requirements, and intended outcomes of each event and translates those objectives into a comprehensive event plan.
• Determines timelines, venue, and space requirements, program flow, hospitality needs, staffing, technology, transportation, security coordination, accessibility, signage, guest‑management processes, and other logistical requirements.
• Coordinates activities before, during, and following events; manages multiple events concurrently; and independently adjusts plans, priorities, and resources as circumstances change.
• Serves as the operational lead for assigned events and makes real‑time decisions necessary to preserve event quality, continuity, and institutional objectives.
• Plans and executes executive and institutional functions at on‑and off‑campus venues, including leadership gatherings, receptions, dinners, distinguished‑guest visits, and other high‑touch events required to coordinate with senior leaders and external constituencies.
• Coordinates with appropriate facilities and property resources to prepare event locations while distinguishing event operations from routine facility or property‑management responsibilities.
• Develops event budgets and manages expenditures within approved parameters.

General Responsibilities

• Plans a variety of recurring and ad hoc events for the university and oversees budgets, vendor contracts, transportation, catering, signage, equipment, technology, and other event components. Coordinates event activities prior to and on the day of events.
• Consults with internal and external constituencies to plan event timelines and specifications and negotiate the terms of agreements and contracts.
• Works closely with vendors and staff to ensure goods and services arrive timely and in acceptable condition for events.
• Interfaces with media and/or marketing and communications representatives regarding calendar of events and event publicity.
• Tracks and analyzes event metrics, such as attendance, participant feedback, and expenses; monitors effectiveness and return of investment; tracks suggested event improvements for future implementation in recurring events.
• Ensures events adhere to university guidelines and policies and event contracts, agreements, and specifications.
• May delegate administrative tasks to Event Services Coordinators.

EDUCATION

Required

• Bachelor’s degree in business, finance, public administration, or a related field.

Preferred

WORK EXPERIENCE

• Some experience in events, hospitality, or a related field.
• Experience independently planning complex or high‑touch events involving senior leaders and external constituencies.
• Experience managing event budgets, vendors, venues, service arrangements, and multiple concurrent projects.
• Experience in higher education, health care, nonprofit, corporate, or another complex organizational environment.

Skills

Required

• Proficient communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamic environment.
• Seeks to acquire knowledge in area of specialty.

This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.

Indianapolis, Indiana

This is an in‑person position.

$56,400.00 annually based on candidate experience, skills, and qualifications.

For full‑time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long‑term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU‑sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Career Level: Core

FLSA: Exempt

Job Function: Operations

Job Family: Events

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non‑Discrimination here which includes contact information.

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at [e-mail] or by visiting IUPD.

Request Support

Telephone: 812‑856‑1234