Manager, University Events

Pepperdine University; Malibu (CA); On-site; USD 60,000 - 81,000; Full time

Job summary

Pepperdine University in Malibu, CA seeks a Special Events Manager to oversee planning and execution of university events, including commencements, concerts, luncheons, and receptions. You will manage budgets, logistics, and vendor relationships to promote ongoing connections with students, alumni, faculty, staff, and donors.

The role requires strong communication, organization, and end-to-end production expertise, with the flexibility to work nights and weekends as needed.

Qualifications

• Bachelor's degree, 1+ years of special project and event coordination, and conference and events production.
• Professional knowledge of university and donor culture with the executive presence to communicate directly with senior leaders.
• Exceptional written and oral communication skills across diverse media.
• Advanced organizational and multitasking abilities, with a proven track record of prioritizing high-impact initiatives, making independent decisions, and managing complex changes under pressure.
• Strong background in comprehensive event logistics, physical setup/strike, and end-to-end production.
• Physical stamina for lifting.
• Demonstrated excellence in building relationships with diverse constituents—executives, faculty, staff, students, employers, and donors—while maintaining composure in fast-paced environments.
• Proficiency in Google Workspace.

Responsibilities

• Plan and coordinate major university events from start to finish.
• Supervise vendors, staff, and volunteers.
• Develop budgets and track expenses.
• Coordinate on-site logistics and setup/teardown.
• Prepare promotional materials and programs.
• Schedule contracted services and equipment rentals.
• Represent the university at planning meetings.
• Provide post-event evaluation and reporting.

Skills

Executive presence

Communication

Organization

Event coordination

Team leadership

Google Workspace

On-site supervision

Budget management

Education

Bachelor's degree

Tools

Raiser's Edge

PeopleSoft

Desktop publishing

Job description

The Special Events Manager supports the planning and execution of high-quality University events, including commencements, concerts, luncheons, receptions, and other events that promote ongoing relationships with students, alumni, faculty, staff, and donors. This position is responsible for all aspects of University event planning, implementation, and logistics. This individual creates workable planning timeline and event materials to promote and support their events.

Duties

• Planning:
  • Oversee the scheduling and management of special University events that include major gift fund-raisers, commencement exercises, concerts, luncheons, receptions, retreats, conferences, and other similar events that are designed to promote and maintain an ongoing relationship with students, alumni, faculty/staff, associates, and donors and prospective donors.
  • Supervise and develop ongoing relationships with various outside event vendors, internal departments, and volunteer groups.
  • Supervise independent contractors, interdepartmental staff, and volunteers that interact with the University when planning and implementing events.
  • Responsible for all phases of assigned events including communications, logistics, and pre/post-event follow-up, provide guidance by explaining contract provisions, policies and procedures. Represent University or department at event planning meeting.
  • Develop and maintain contacts with University officials, and professional colleagues.
• Implementation:
  • Responsible for all aspects of event implementation, including assisting with the development of promotional and marketing materials such as the preparation, production, and distribution of event information (i.e., initiations, programs, trip itineraries, scripts, requisitions, etc.) with internal and external stakeholders.
  • Keep individuals informed as to the status of deadlines and schedules; including but not limited to floor plan submissions, insurance requirements, permitting, and other relevant event details.
  • Manage events on-site, and coordinate appropriate follow-up and evaluation.
  • Travel to oversee events preparation and execution. Be available and willing to work nights and weekends, as needed.
• Budget Management:
  • Accurately estimate expenses and expected revenue during and after each event.
  • Prepare, submit, and oversee the budget for various events carried out throughout the University.
• Logistics:
  • Actively lead and execute on-site pre- and post-event setup and strike, moving event equipment, and staging setups.
  • Provide direct on-site supervision and direction to volunteer workers, event staff, and student workers during setup, event execution, and teardown, troubleshooting all operational issues.
  • Manage databases, files and other information pertaining to events such as invitees, replies and expenses.
  • Run reports and produce all pertinent documents for events to include alpha-list, seating assignments diagrams for room setup, etc.
  • Assist in advising the senior administrators, alumni directors, advancement staff, as well as several division leaders on program agendas, ensuring that all parties have the necessary information to successfully execute their part of the production for the event.
  • Schedule contracted services and equipment rentals to provide services not available in-house.
  • Be on-site during event set up and strike to oversee the volunteer workers, event staff, student workers and troubleshoot all areas to ensure a successful event.
  • All communication and coordination must be completed in advance and in a timely manner.
• Other duties as assigned.
• Uphold University mission through work performed.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required:

• Bachelor's degree, 1+ years of special project and event coordination, and conference and events production.
• Professional knowledge of university and donor culture with the executive presence to communicate directly with senior leaders.
• Exceptional written and oral communication skills across diverse media.
• Advanced organizational and multitasking abilities, with a proven track record of prioritizing high-impact initiatives, making independent decisions, and managing complex changes under pressure.
• Strong background in comprehensive event logistics, physical setup/strike, and end-to-end production.
• Physical stamina for lifting.
• Collaborative and team-oriented, with equal capability to work autonomously to manage large-scale events, programs, and strategic projects with meticulous attention to detail.
• Demonstrated excellence in building relationships with diverse constituents—including executives, faculty, staff, students, employers, and donors—while maintaining composure and flexibility in fast-paced environments.
• Proficiency in computer word processing (Google Workspace).
• Superior phone skills.

Preferred:

• 2+ years of special project and event coordination, and conference and events production.
• Knowledge of Raiser's Edge and PeopleSoft.
• Knowledge of University policies and procedures.
• Ability to use desktop publishing programs.

This is a Regular, Exempt, 40 hour per week position.

Expected Pay Rate: $70,304 per year

The above pay range reflects what Pepperdine University reasonably expects to pay for this position at time of posting. Actual compensation may vary based on relevant factors such as work experience, market conditions, education/training, and skill level. In addition to base pay, Pepperdine offers a robust and highly competitive benefits package.

Pepperdine is an Equal Employment Opportunity employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal, state, or local law. Pepperdine is committed to providing a work environment free from all forms of unlawful discrimination and harassment. Engaging in unlawful discrimination or harassment will result in appropriate disciplinary action, up to and including dismissal from the University.

Pepperdine is religiously affiliated with the Churches of Christ. It is the purpose of Pepperdine to pursue the very highest employment and academic standards within a context that celebrates and extends the spiritual and ethical ideals of the Christian faith. While students, faculty, and staff represent many religious backgrounds, Pepperdine is permitted under applicable law and reserves the right to seek, hire, and promote persons who support the goals and mission of the institution, including the right to prefer co-religionists who support Pepperdine's Christian mission.

Qualified individuals should be able to show respect for workplace differences, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. The University conducts such screenings in compliance with applicable laws and with the objectives of evaluating risk and supporting a safe environment for students, faculty, staff, and guests; safeguarding key University assets including people, property, information, and the University’s reputation; and providing comprehensive job-related information to University leaders to enable them to make prudent hiring decisions. Individuals will be required to disclose any criminal convictions on a designated form after receiving a conditional offer of employment; failure to disclose accurate information may result in withdrawal of the offer or termination of employment. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws, including the Los Angeles County Fair Chance Ordinance.