Special Events Manager Job at Pitzer College
Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.
Inquiries Regarding Application Status
Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application. For information regarding our general staff recruitment process, please click
Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application. For information regarding our general staff recruitment process, please click
here
to visit our FAQs web page to see answers for frequently asked questions, including what to expect, timelines, requests for special accommodation, and interviews.
Location:
Claremont, CA
Job Posting Title:
Special Events Manager
Job Details and Requirement:
GENERAL DESCRIPTION
The Special Events Team is a central service provider under the Office of the Vice President for College Advancement and Communications. The Team works across the department to plan and produce events that meet the goals of the department. Leading the team is the Special Events Manager (SEM) who will report to the Vice President for College Advancement and Communications, and will be responsible for the strategic, creative, and logistical production of in-person, digital, and hybrid experiences that support the goals and objectives of the Office of College Advancement and Communications particularly those that raise campus visibility and secure financial support and participation from alumni, families, donors and friends.
The Special Events Manager provides supervision, professional expertise, and direction in the planning and execution of high-quality events and programs to advance the visibility and influence of Pitzer, and to support the engagement, cultivation and stewardship of alumni, families, friends, and donors to the College. Working closely with Advancement, Communications, President's Office, and other campus partners, the Special Events Manager
is responsible for independently formulating and executing a detailed action plan for events ensuring it achieves defined goals and objectives.
The Special Events Manager is highly skilled in the multifaceted nature of events and takes a holistic approach to the planning, production, execution, and evaluation of the team's assigned portfolio of events and creative experiences. The Special Events Manager will provide strong direction and oversight to the team on overall creativity and innovation, event marketing & communications, budgets, contracts, guest management, vendor relationships, use of event technologies and platforms, logistics (incl. food & beverage, space planning and room design, A/V & lighting, etc.), program and content, staffing assignments, on-site execution, and post-event evaluation and follow-up.
The Special Events Manager supervises the Advancement Events Specialist and student workers.
The Special Events Manager supervises the Advancement Events Specialist and student workers.
The Special Events Manager must demonstrate the ability to work in a fast-paced environment and possess high levels of customer service and professionalism, particularly in stressful situations. Will be available for evening/weekend hours and able to travel as needed.
This position requires strong program and time management and multi-tasking skills by completing various overlapping tasks to meet critical deadlines for multiple events. Diplomacy is critical to this position, as it requires communication and interfacing with constituents at every professional level from students to members of the senior leadership team, to high-level donors, alumni, families, and students.
In addition, the Special Events Manager may serve as the Advancement and Communications departmental representative for general support as needed for other college events and academic ceremony committees or working groups.
ESSENTIAL FUNCTIONS
Under the general supervision of the Vice President for College Advancement and Communications:
KEY RESPONSIBILITIES & ACCOUNTABILITIES
Conceptualize and create innovative and exciting in-person, digital, and hybrid experiences and events
- Collaborate with colleagues across the department to produce strategic and creative events that: support the goals of the Advancement and Communications department; engage constituents in high-impact experiences; and bring the Pitzer brand to life.
- Determine objectives, format, and specifications of each event. Advise and recommend specific strategies to achieve event goals.
- Design dynamic attendee experiences and multimedia programming in consultation and collaboration with the key colleagues and partners.
- Manage event details and logistics including but not limited to guest management, vendor relationships, use of event technologies and platforms, logistics (incl. food & beverage, space planning and room design, A/V & lighting, etc.), staffing assignments, and on-site execution.
- Create detailed planning timelines, production schedules, briefings, staffing plans, and communicate structure throughout the process. Lead and supervise the work of the event project team.
- Research, negotiate with, contract, and supervise the work of multiple vendors including catering, venues, audio/visual, printers, decor and rentals, hotels, etc.
- Provide budget estimates, and accurately/thoroughly track all event costs year over year, for both individual events and annual overall budgets.
- Ensure proper procurement processes are followed pertaining to competitive bids, insurance, contracts, and payments. Comply with college policies and procedures around events.
- Perform post-event follow up items and lead debrief to seek out evaluation and feedback to continually improve and innovate.
Event Marketing & Communications and Guest Management
- In partnership with Communications, implement compelling content, design, and marketing collateral (both digital and print) and to effectively brand and market events and experiences.
- Collaborate with Advancement Communications, graphic designers, and related vendors/suppliers to produce print and digital communications and marketing pieces for events including save the dates, invitations, large-scale visuals and graphics, presentations, printed programs, place cards, nametags, gifts, promotional items, and directional signage.
- Determine deliverables and deadlines and create schedules to deliver to the appropriate audiences in the optimal timeframe to ensure successful attendance and event outcomes.
- Provide oversight of guest management and communications process to ensure a high-touch, professional attendee experience for our constituents. Work closely with the Director of Donor Experience and Advancement Communications on donor-centric communications to support the goals of donors and prospective donors and ensure a positive experience.
- Utilize platforms and tools to communicate with, track, and enhance the attendee experience throughout the event lifecycle.
- Build and maintain strong working knowledge of Pitzer branding and style guidelines for use throughout marketing, communications, and guest management platforms.
Team / Staff Management
- Establish and communicate performance expectations. Clarify duties and assist with prioritization and decision-making as appropriate. Offer support and guidance on new tasks and responsibilities.
- Ensure project assignments are completed on time, on budget, and are of the highest quality.
- Assess resource needs, implement systems and processes, and identify tools and platforms needed to streamline, innovate, and deliver team growth and success.
- Determine staffing structure to meet individual event needs.
- Hire, manage and evaluate staff.
- Motivate and support events staff. Encourage and provide professional development opportunities.
Other duties as assigned
Supervisory Responsibility: Supervise related work assigned to volunteers, student employees and other staff as assigned.
Supervisory Responsibility: Supervise related work assigned to volunteers, student employees and other staff as assigned.
Work Hours: The typical hours for this position are 8 am to 5 pm, Monday through Friday. These hours may vary due to needs of the College or department. Will be required to work evenings and weekends as needed. Some travel may be required.
- Proven skills to work toward a comprehensive events and engagement program, preferably in a higher education environment.
- Proven success in establishing and strengthening relations with and between internal and external constituents, preferably in the higher education or non-profit sector.
- Ability to participate in comprehensive and ongoing research and analysis to evaluate the effectiveness of programs, tools/technology, and the allocation of resources.
- Demonstrated ability to engage volunteers on a national and global scale.
- Expert knowledge and ability to keep current of trends and best practices in advancement events.
- Strong knowledge of marketing and communication techniques and technology to build creative experiences. Ability to research, evaluate, and implement enhancements.
- Budget conscious and strong planning skills for a department with dynamic and robust programs and initiatives.
- Ability to productively manage multiple responsibilities and deadlines in a fast-paced, results oriented environment.
- Exceptional written and verbal communication skills in English, with attention to detail, grammar, spelling, and consideration for the target audience using various formats (e.g., emails, letters, social media, public speaking, etc.).
- Ability to be engaging and charismatic with individuals from multiple constituencies and diverse backgrounds. Exhibit a willingness to try new things and demonstrate maturity and composure in all situations.
- Ability to manage competing demands with a focus on priorities and judicious use of resources. Handle delays or unexpected events and frequent change with composure.
- Maintain high energy and convey commitment and passion for Pitzer College and its stakeholders.
- Ability to work evenings and weekends as needed. Travel nationally and internationally as needed. Provide own transportation to local off-campus events or appointments.
Education/Experience: A bachelor’s degree is required. A minimum of three years of full-time, progressively responsible events, engagement or constituent relations experience is required. Preference given for experience in higher education.
Licenses/Certifications: Must have a valid California driver’s license and a driving record acceptable to the College’s insurer.
Physical Requirements: This is generally a sedentary position. Must be able to sit for prolonged periods of time and operate a computer for prolonged periods of time. Must have the stamina to work evenings and weekends as assigned, including standing or walking for prolonged periods of time during events. Must have the ability to drive locally for events and appointments.
Review of applications will commence immediately.
Instructions: Only qualified applicants please.
Application Materials: Upload the following materials to complete your application:
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Cover Letter: Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own.
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Resume: List relevant qualifications and dates of experience.
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Professional References: References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).
Employment Requirements
Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.
Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.
Covid-19 Vaccination
Pitzer College has mandated the COVID-19 vaccination for all employees. New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.
Equal Employment Opportunity and Non-Discrimination
Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affirmative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply.
Safety Report
In compliance with applicable law, Pitzer College publishes an annual report containing statistical information concerning the occurrence of crime on campus and adjacent thereto, as well as policies and practices concerning security. A copy of this report is online at http://www.cuc.claremont.edu/cs/index.asp or by contacting The Claremont Colleges Department of Campus Safety: 251 E. Eleventh Street, Claremont, CA 91711-3947; (909) 621-8170.
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