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Job Description
The University at Buffalo is seeking a highly organized, personable, and energetic Assistant Director of Events to support the planning and execution of a wide range of high-profile events hosted by the Office of the President and Office of University Events . The office coordinates roughly 150 events per year, including, but not limited to, commencements, award ceremonies, speaking engagements, and both small and large-scale receptions and dinners. Events are highly visible and held at various locations on and off campus. This position plays a key role in advancing the university's strategic goals while enhancing relationships with students, faculty, staff, alumni, donors, and other distinguished guests. The Assistant Director of Events will be responsible for overseeing event logistics, guest management, and providing leadership in the execution of high-quality, impactful events. The ideal candidate is detail-oriented, highly organized, and skilled at managing complex event logistics. The applicant should be a team-oriented individual who fosters an inclusive environment, actively supports peers, and encourages open communication. This role demands professionalism, discretion, and the ability to adapt to shifting priorities in a dynamic, fast-paced environment. Non-standard hours, i.e., night and weekend hours, are a routine requirement for this position.
Key Responsibilities:
Presidential Events Manage all aspects of planning and executing a wide variety of events, including institutional, presidential, and university-wide events hosted by the president and/or their spouse. Specific duties include guest list strategy, invitation design and distribution, event promotion, venue and physical setup configuration, program logistics, guest registration upon arrival, catering, entertainment, photography, and decorations. Serve as the primary point of contact and staff presence at events, ensuring high-level hospitality for a variety of guests, including alumni, donors, community leaders, faculty, staff, students, and government officials. Provide leadership in managing event logistics to ensure that all event components meet university standards. Collaborate with various university offices, including University Advancement, the Office of the Provost, University Communications, Three Pillars Catering, and University Facilities, to successfully execute events. Foster strong working relationships to ensure alignment and efficiency in event planning. Collaborate with event coordinators and stakeholders to design event layouts and diagrams; manage on-site setup of facilities for events. Manage post-event follow-up, including updating guest records, distributing related communications, and debriefing with relevant parties to assess event success and areas for improvement. Manage digital platforms to help in the event planning process including: Formstack for survey and registration needs, EMS for logistics support, etc. Communicate and consult with the president's spouse in the planning and implementation of presidential events. Implement updates and upkeep to presidential venues, as directed, with attention to the functional usage of the space. Represent the Director and Associate Directors as needed in meetings and communications with internal and external stakeholders. Take on additional special projects as assigned. Contribute to cross-functional team projects and initiatives as needed. Perform related duties within the department to support office objectives. Non-standard hours, i.e., night and weekend hours, are a routine requirement for this position.
Learn more:
Our benefits , where we prioritize your well-being and success to enhance every aspect of your life. Being a part of the University at Buffalo community. University at Buffalo is an affirmative action/equal opportunity employer and, in keeping with our commitment, welcomes all to apply including veterans and individuals with disabilities. Minimum Qualifications Bachelor's degree. Two years of progressively responsible experience in planning and implementing events and project management Required skills and abilities include excellent verbal and written communication skills, social interaction skills, attention to detail, creativity, teamwork, problem solving, and knowledge of social protocol. Preferred Qualifications An awareness and understanding of the multiple and diverse constituencies with which the university interacts, and the importance of appropriate cultivation and stewardship of those relationships. Our University Community Prodig+ No Executive Position No Physical Demands Driving Requirements This position does not drive a university owned vehicle Salary Range $60,000 Additional Salary Information Job Type Full-Time Campus North Campus Posting Alerts Special Instructions Summary All application materials should be submitted via UB Jobs. Application materials submitted directly to the posting contact will not be acknowledged and cannot be considered. Additional Information Is a background check required for this posting? No Background Check Notification
