Associate Director of Events

Associate Director of Events

PACIFIC UNIVERSITY

• 3.9 Forest Grove, OR Job Details $58,000
• $65,000 a year 19 hours ago Benefits Paid holidays Health insurance Dental insurance Paid time off Vision insurance Qualifications Vendor relationship building Fiscal management Contract management in education Managing event budgets Vendor relationship management Event budgeting Contracts Vendor contract management Digital project management boards Event contract management Managing projects CRM system proficiency Supplier relationship management (SRM) Event cost tracking Planning (project management phases) Donor and alumni database management Logistics planning Cross-functional communication Full Job Description Pacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world.

We embrace discovery in a close and nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship, and practice. At Pacific University, we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove and Hillsboro. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, and acquire and share knowledge.

Salary Range:

$58,000

• $65,000 Reports to: AVP for Marketing and Communications

GENERAL DESCRIPTION OF POSITION

The Associate Director of Events leads the planning, creative design, and execution of the university's most visible and mission-critical Advancement events, including galas, presidential events, campaign-related events, donor stewardship gatherings, and namings and dedications. As part of the University Advancement team, this role also partners with campus colleagues to support major campus-wide events such as commencement, lectures, and community-facing events. The Associate Director operates with significant autonomy and accountability, working closely with University Advancement leadership and colleagues, the President's Office, and senior campus stakeholders to translate institutional priorities into high-impact, hospitality-driven experiences that strengthen relationships, build community, and elevate the university's brand.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES

1. Signature Event Strategy, Design & Creative Direction Leads the creative vision and experience design for the university's highest-profile Advancement and signature events, including galas, presidential events, campaign-focused events, donor stewardship gatherings, namings and dedications, and other high-visibility moments. Develops event concepts that elevate the university's brand, mission, and storytelling, creating experiences that are memorable, emotionally resonant, and relationship-centered. Partners with University Advancement leadership, the President's Office, and campus stakeholders to design event experiences that support fundraising, stewardship, and campaign objectives. Ensures events reflect a strong hospitality lens, prioritizing how guests feel before, during, and after each experience. 2. End-to-End Event Leadership & Execution Provides end-to-end leadership for assigned signature events, from concept development and planning through execution and post-event follow-up. Oversees all logistics for complex, high-stakes events, including venues, production, catering, AV, décor, run of show, guest flow, accessibility, and on-site experience. Serves as the lead on-site manager for major events, ensuring seamless execution, high-touch hospitality, and real-time problem-solving. Establishes event standards, templates, and best practices for signature Advancement events. 3. Donor, Leadership & VIP Experience Designs and manages high-touch experiences for donors, trustees, university leadership, and distinguished guests. Partners with development officers, alumni relations, and corporate relations to ensure events advance donor cultivation, stewardship, and campaign goals. Works closely with the President's Office and senior leadership to ensure alignment on event goals, messaging, protocol, and hospitality standards. Anticipates and plans for VIP needs, protocol considerations, and relationship moments. 4. Project Management, Budgets & Vendors Manages complex event budgets, ensuring fiscal responsibility and alignment with Advancement priorities. Leads vendor selection, contract negotiation, and relationship management for signature events. Develops and manages detailed project plans, timelines, and production schedules for multiple concurrent high-profile events. Ensures delivery of all contractual obligations and service standards. 5. Cross-Campus & Advancement Partnership Serves as a strategic partner to Development, Alumni Relations, Marketing & Communications, and campus leaders to integrate events into the broader engagement, storytelling, and fundraising ecosystem. Collaborates with Facilities, Public Safety, other campus departments, and external partners to ensure safety, accessibility, and operational excellence. Partners with the University Advancement team to support select major campus-wide events (e.g., commencement, lectures, community-facing events), contributing expertise in hospitality, experience design, and execution while maintaining primary responsibility for signature Advancement events. Advises campus partners on event experience design for donor-facing and campaign-related moments. 6. Evaluation, Innovation & Continuous Improvement Evaluates signature events using qualitative and quantitative measures, including guest experience, engagement outcomes, and fundraising or stewardship impact. Uses data, feedback, and observation to continuously refine event formats, hospitality practices, and creative approaches. Stays current on trends in hospitality, experience design, donor engagement, and event innovation, bringing fresh ideas into the Advancement events portfolio

SECONDARY FUNCTIONS

Provides mentorship, guidance, and creative direction to Assistant Director(s), coordinators, and event staff supporting signature events. Contributes to the development of campus-wide event frameworks, playbooks, and standards in partnership with University Advancement leadership. Supports select campus events or Advancement initiatives outside of signature events as needed during peak periods. Represents University Advancement in cross-campus event planning conversations and committees as appropriate. Participates in professional development and networks related to advancement events, hospitality, and experience design. Performs other duties as assigned in support of University Advancement and institutional priorities

JOB SCOPE

Strategy, Creative Direction, University Signature Event Ownership, and Sr. Leadership Partnership Leads strategy and experience design for signature Advancement events, ensuring a strong hospitality lens and mission-forward storytelling. Exercises independent judgment within established policies to plan and execute complex, high-visibility events, including real-time decision-making during live events. Partners with University Advancement leadership, the President's Office, and senior campus stakeholders to align event experiences with institutional priorities. Collaborates with UA colleagues to support major campus-wide events (e.g., commencement, lectures, community events), contributing expertise in hospitality and execution. Leads cross-functional planning teams and external vendors to deliver cohesive, high-quality event experiences. Represents and reinforces the university's brand, values, and standards through event design, guest experience, and execution.

SUPERVISOR RESPONSIBILITY

Occasional Oversight:

This position may provide occasional guidance or task-specific oversight to student workers, interns, or temporary staff.

REQUIRED EDUCATION AND/OR EXPERIENCE

Bachelor's degree from an accredited institution and a minimum of five years of progressively responsible professional experience in event management, hospitality, development, alumni relations, communications, or a related field, or an equivalent combination of education and experience. Demonstrated experience planning and executing complex, high-visibility events, including donor, stewardship, or signature events with senior leadership involvement. Strong project management skills, with the ability to manage multiple large-scale events simultaneously, oversee timelines, budgets, vendors, and logistics, and exercise sound judgment in high-stakes, real-time decision-making. Proven ability to collaborate effectively with senior leaders, campus partners, donors, and external stakeholders. Strong verbal and written communication skills, with the ability to represent the university professionally and with warmth. Ability to work evenings and weekends and provide on-site leadership for major events

REQUIRED QUALIFICATIONS

Demonstrated ability to work effectively with diverse constituents, including students, employees, volunteers, faculty, alumni, donors, and community partners. Strong verbal, written, and visual communication skills, with the ability to represent the university in a professional, welcoming, and mission-aligned manner. Demonstrated ability with project management, event management, and CRM/project management platforms (e.g., Airtable, Asana, Trello, Cvent, Salesforce, Raiser's Edge, or similar systems). Experience managing event budgets, contracts, and vendor relationships. Proven ability to organize work, manage multiple projects and timelines, and coordinate complex processes across stakeholders. Ability to work both independently and collaboratively in a fast-paced, service-oriented environment. Demonstrated critical thinking and sound judgment in problem-solving and decision-making. Ability to clearly communicate policies, processes, and expectations to a wide range of internal and external audiences.

PREFERRED QUALIFICATIONS

Experience working in higher education, advancement, fundraising, or a comparable mission-driven environment. Demonstrated experience leading signature events such as galas, presidential events, campaign events, donor recognition programs, and namings or dedications. Demonstrated ability to work effectively with diverse constituencies across age groups, cultures, and backgrounds. Prior training or professional experience in hospitality, guest experience design, or service excellence. Experience supervising or mentoring staff, student employees, or volunteers

WORK ENVIRONMENT

This position is primarily based on campus and includes significant on-site presence for high-profile event planning and execution. Work involves both office-based responsibilities and active, on-the-ground leadership during events. The role requires flexibility to work evenings and weekends as needed to support signature and Advancement events. The environment is dynamic and relationship-intensive, with frequent interaction with senior leaders, donors, vendors, campus partners, and guests.

WORKING CONDITIONS

This position is primarily based on Pacific's Forest Grove campus and some travel to the Hillsboro Campus. This position requires a commitment to some evening and weekend work. This position is primarily office work, but some amount of stooping, kneeling, bending, crouching, lifting, walking, climbing stairs, carrying and other movements may be required.

HYBRID/REMOTE WORK ELIGIBILITY.

On-site, only. Position based on the Forest Grove Campus.

Schedule Expectations:

Regular evening and/or weekend responsibilities

Travel Requirements:

Some travel required

PHYSICAL REQUIREMENTS

Sedentary work

• involves sitting most of the time Occasional Medium work
• involves lifting up to 50 pounds Visual acuity
• ability to see and interpret visual information

APPLICATION PROCESS

To apply, please upload your resume, cover letter and three professional references along with your Paycom application. Persons who do not follow and complete the application process are not applicants and will not be considered for employment. Only qualified applicants will be contacted for an interview. During the selection process, we will strive to provide timely notifications. The selection process may vary from recruitment to recruitment but typically includes multiple interviews and may take several weeks depending on the position. All qualified applicants will be notified once the selection process has closed. Applicants must be legally authorized to work in the United States at the time of hire and continue to work without employer visa sponsorship, now or in the future. At Pacific University, we are dedicated to offering experiences that are authentic, holistic, equity-minded, and responsive. Our communal success rests on the recognition that complex problems and effective solutions are best approached by teams with a variety of diverse perspectives. and life experiences. As we continue to develop our equity practices, we actively promote access to opportunities and equitable pay for all employees. Studies have shown that women and people of color are less likely to apply for jobs where they are unsure if they can perform every function in the job description. We are most interested in finding the best candidate for the job and that candidate may come from a variety of backgrounds and lived experiences. If you are interested in applying, we encourage you to think broadly about how your background and skill set may qualify you for the role. We, who make up Pacific University, aspire to become a community of purpose where everyone is enabled to be wholly and comfortably who they are; accountable for inclusive behaviors and practices; built on trust, civility, care, openness, and honest conversations often around critical subjects. We know that these values are critical to prepare for a global world with complex problems, through an asset-based mindset so that everyone is afforded an opportunity to succeed. We believe in fostering a workplace where every employee is respected, their contributions are valued, and they are provided opportunities to succeed.

COMPENSATION AND BENEFITS

We offer a comprehensive benefits package for qualifying employees.

Current benefits include:

Generous paid time off (for vacation, holidays—including winter break—and sick leave) Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction) Comprehensive dental and vision plans Generous retirement contribution after one year of service with no match required Free mental health appointments Tuition remission for employees and their dependent child(ren) who meet eligibility requirements On-campus benefits, including free access to our sports facility and library Discounts on campus food, bookstore purchases, clinic services, and outdoor program gear rentals (including kayaks, snowshoes, and bikes)

EQUAL OPPORTUNITY EMPLOYMENT

Pacific University is an Equal Opportunity Employer and is committed to complying with all applicable laws, including those concerning employment and workplace policies. We are committed to fostering a non-discriminatory and inclusive work environment. We are proud to encourage applications from individuals of all backgrounds, including those from historically underrepresented groups.

NOTICE OF NONDISCRIMINATION POLICY

Pacific University makes all employment decisions without regard to race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability, sex, gender identity and/or expression, sexual orientation, military or veteran status, or any other characteristics protected by applicable law. Applicable laws include, but are not limited to, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, the Age Discrimination Act, and the Americans with Disabilities Act of 1990. Questions or complaints may be directed to the Vice President for Academic Affairs at 2043 College Way, Forest Grove, OR 97116 or via email at .