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Associate Director of Events & Programming

Apply now Job no: 494243
Categories: Staff
Department: Office of Events & Programming

The Associate Director of Events and Programming is responsible for planning a range of events for College Relations. From intimate dinners to large multi-day events, the associate director will be responsible for coordinating, creating and planning all logistics. Additionally, this position will manage the Assistant Director position. This position must have the ability to manage multiple projects at one time, work independently and pay strong attention to details.

Primary Responsibilities:

  • Coordinate College Relations in-person, virtual, and hybrid events arranging for event needs and work closely with on- and off-campus vendors (including, but not limited to, linen rental companies, florists, caterers/dining services, tech services, campus police and physical plant). 

  • For all assigned events, this position will be the primary point person, making independent decisions to arrange event logistics and programming.

  • Provide guidance and leadership to Assistant Director in execution of daily work and performance management, as well as the encouragement of professional growth and development.

  • Act as the primary point of contact with on-campus catering. Organize monthly meetings, set agenda, and provide follow up notes to ensure seamless transition for each event.

  • Primary lead for the team in planning Reunion Weekend. Works closely with the Office of Alumni and Family Engagement and Fund for Davidson to strategically plan weekend logistics.

  • Responsible for building, managing and tracking all expenses and revenues to fit within the event budget.

  • Manage in-person and virtual event communications and online registration forms in the college database. 

  • Create and monitor communication timelines based on varying event schedules. Draft, build, test and send event emails (invitations, reminders, day before/of and follow ups) in the college database. 

  • Build and manage online event registration forms in the database. 

  • Act as a liaison between OEP and technical staff to resolve inconsistencies in invitation data, software glitches and suggest improvements in processes.

  • Work with the director in coordinating large donor, alumni, and presidential level events, where needed. 

  • Collaborate with the OEP team to develop creative event themes and logistics.


Required qualifications: 

  • 3-4 years of event management experience

  • Exceptional project management and time management skills: highly organized and results-driven, and accountable with the ability to handle high pressure, last-minute, urgent requests. Detail-oriented in a fast-paced environment. 

  • Excellent oral and written communication skills. 

  • Strong editorial skills. Needs to be able to both write and edit effectively and efficiently. 

  • Strong interpersonal skills; excellent internal and external customer service.

  • Demonstrates strong critical thinking skills and solution-orientation approach to challenges. 

  • Ability to keep a calm exterior in the face of high pressure situations.  

  • Ability to manage a high volume of projects simultaneously and smoothly.  

  • Must have proficiency in Microsoft Word, Excel and PowerPoint.

  • Must be able to problem solve as challenges arise, keeping what is best for Davidson and the event’s guests in mind.  

  • This person must be able to collaborate and effectively communicate with OEP, CR, campus partners and outside vendors.

  • Comfortable working within limited budgets while managing, building and tracking them.

  • Must be willing to learn Davidson College’s database and marketing system (Blackbaud) and Google Suites, EMS booking system.  Training on the college’s software systems will be provided. 

  • Need to lift 25+ pounds, to move boxes and supplies, be able to travel between locations on campus on foot or on golf cart, and willingness to be outside in various weather conditions

  • Valid driver’s license required. 

  • Position requires evening and weekend work to staff/run events appropriately.


Preferred Qualifications:

  • Bachelor’s degree

  • Innovative problem solver, possesses a “can-do” attitude, self-starter and take initiative with new projects

  • Exceptional interpersonal and communications skills are necessities, as well as the ability to manage a high volume of projects with competing deadlines.

  • Ability to work seamlessly with numerous internal and external college constituencies required.  

  • Must have superior attention to detail, but also the ability to understand and appreciate big-picture program development. Well-developed leadership ability, strong organizational skills, and self-motivation.  

  • Familiarity with Adobe creative programs such as Photoshop, Premiere, InDesign, Illustrator, Publisher, and mass email systems (with HTML).

  • Willing to learn virtual and in-person event planning software platforms like Visio (CAD drawing), Zoom, vMix, and EMS booking software.

  • Ideal candidates must be able to work and develop relationships with individuals with a wide range of job responsibilities and skill sets.

Advertised: Eastern Daylight Time
Applications close:

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