Director, Special Events

Director, Special Events Department:

Special Events Employment Type:

Full Time Location:

Purdue for Life Foundation Description Working for the Purdue For Life Foundation offers a unique opportunity to be part of an organization dedicated to empowering Purdue University alumni and fostering a lifelong connection to the institution. By joining our team, you'll have the chance to contribute to a mission that supports educational initiatives, scholarships, and programs that positively impact the lives of Purdue students and graduates. The Foundation's commitment to education and community engagement provides a fulfilling work environment where you can make a meaningful difference in the lives of individuals and the broader community. Additionally, you'll have access to a network of passionate colleagues and the resources needed to drive positive change, making the Purdue For Life Foundation an inspiring and rewarding place to build your career. Your next giant leap starts here. Responsibilities Create unique and strategic guest experiences for the alumni, donors, and friends of Purdue University. Independently plan and stage high-level events, on and off campus, designed to serve Purdue University and Purdue for Life's engagement and advancement missions. Establish clear, measurable goals and desired outcomes for each assigned event, and implement a comprehensive, strategic approach to ensure successful execution. Ensure that the Vice President, Special Events is well-informed regarding event logistics, communications and any relevant information pertaining to assigned events. Lead and foster effective collaboration among key functional areas within Purdue for Life, including, Engagement, Development, Colleges, JPC etc. Lead joint efforts with Purdue for Life Marketing and Communications, Purdue Brand Studios, and relevant Colleges/Units to ensure marketing strategies align with and achieve event goals. Support and execute the direction of the Special Events Team as led by the Vice President, Special Events and Purdue for Life priorities. Work as part of a centralized events team to reach team goals. Evenings, weekends, and travel are required as assigned. Events Independently lead with site location, contract negotiation, food and beverage management, event logistics, budgeting, and on-site management. Delegate tasks, provide guidance, and review the work of team members assigned to support events including supervising their roles during events when needed. Identify opportunities for new and innovative ways to produce events in support of assigned events. Oversee the development of event communication pieces e.g., emails, letters, forms, packets, registrations, invitations, reminders, pre-event emails, printed programs, PowerPoint slides, screen dress, etc. Manage the development of invitation mail files with various criteria. Oversee the development and finalization of seating assignments; review and approve head table arrangements in collaboration with event staff, ensuring timely communication to designated university staff to support event preparation. Lead in the creation and execution of run of shows for assigned events. Prepare and distribute detailed event outlines and run of shows to key stakeholders and university staff in advance. Oversee the event budgets for assigned events. Build and sustain strong partnerships with vendors. Resolve elevated onsite problems/issues with input from vendors with an understanding of safety/security issues, guest satisfaction, and University liabilities. Administrative Collaborate with the Executive Assistant, Special Events to ensure accurate and timely processing of invoices, billings, and work orders. Perform other administrative and event-related duties as assigned. Supervision Supervise, train, and hold 1-3 direct reports accountable for delegated tasks, ensuring quality and timely completion of assignments. Make hiring and termination recommendations and provide ongoing training and performance feedback to direct reports. Offer guidance and support to other team members as needed; serve as a resource and leader within the centralized events team. Lead, motivate and support a large team within a fast paced and demanding environment; including setup and implementation of best practices to be upheld by all team members. In collaboration with the Vice President, Special Events assist in decisions/recommendations for hiring, terminations, pay adjustments, promotions and training of direct reports as well as performing other supervisory duties. Supervise event staff when on event site. Required Skills, Knowledge and Abilities Ability to learn new skills and procedures, and be receptive to guidance and feedback. Must possess a working knowledge of event logistics, including scheduling, setup, and vendor coordination. Must maintain a positive, solution-focused attitude and demonstrate a collaborative approach to team efforts. Ability to work under pressure and with frequent interruptions. Ability to multitask and be detailed oriented. Excellent verbal and written communication skills. Excellent computer skills, including Microsoft Word, Excel and Internet. Must demonstrate excellent leadership along with strong planning/organizational, problem-solving, project. management, customer relations, and critical thinking skills. Ability to assess situations and resolve issues quickly and effectively with sound judgement. Must be familiar with basic budgeting concepts and capable of tracking event related expenses accurately. Ability to influence and build work relationships among a diverse workforce at all levels. Must have experience supervising volunteers or temporary staff, including assigning tasks and providing direction. Capable of articulating the strategic mission of Purdue University and the Purdue for Life Foundation with tact and diplomacy. Knowledge of event industry standards. Must be able to handle confidential information. Required Education, Experience and Benefits Summary Bachelor's degree required. Four years of experience in event management and planning required. Supervisory experience preferred. Experience in higher education or other non-profit organizations preferred but not required.

Job Level:

Management 3 •Purdue For Life Foundation job levels and compensation ranges are independent of, and differ from, those of Purdue University.

Benefits Summary for eligible employees:

10 paid holidays per year. Accrue up to 22 vacation days a year. Traditional pre-tax 403(b) and Roth retirement plans available. 10% employer contribution to your retirement plan and immediate vesting. Health Savings Account- earn up to $700 annually towards medical expenses. Employer funded Preventative Dental and Vision insurance. Tuition discounts on eligible programs at Purdue University and Purdue Global for qualified employees, spouses, and dependents.