Development Events, situated within Development and Alumni Relations, plans and executes custom events in support of Vanderbilt’s engagement and fundraising priorities. The team of three also plans and facilitates internal meetings, retreats, and celebrations. The Assistant Director participates in planning, organizing, and executing all aspects of these activities.Development and Alumni Relations (DAR) assists Vanderbilt University in securing the resources, both human and financial, that are required to achieve its mission and goals. DAR is responsible for the identification, cultivation, solicitation, and stewardship of individuals and organizations whose charitable objectives are consistent with those of the university’s teaching and research programs.Duties and Responsibilities
Assist with planning, organizing, and executing engagement and fundraising events. Serve as lead for specific events as assigned.
Coordinate logistics for internal DAR meetings, retreats, and events.
Participate in planning meetings with event owners utilizing event management tracker (includes core components, logistics, roles/responsibilities, outstanding tasks).
Utilize internal project management system (Wrike) to track and organize workload.
Conduct site visits and pre-event technology check-ins.
Help with venue selection, catering, and décor along with name tags, registration, parking, signage, and technology (as needed).
Research vendors (catering, décor, musicians, bar).
Provide onsite support for day-of activities.
Track event expenses and timelines.
Monitor and help maintain internal events calendar.
Provide high-level service to DAR colleagues, campus partners, donors, alumni, and parents.
Work collaboratively with DAR colleagues and coordinate closely with teams who also have event responsibilities to share effective approaches and techniques.
Partner with the university’s central Signature Events team to help ensure calendar alignment and share best practices and resources.
Handle other duties as assigned.
Work some evenings and weekends and travel as needed.
Supervisory Relationships: This position has no direct supervisory responsibility, although it will manage onsite staffing for assigned events. This position reports administratively and functionally to the Associate Director of Development Events.Qualifications
A bachelor’s degree, or the equivalent, is required.
A minimum of two years of relevant experience managing events is required.
Excellent communication skills and meticulous attention to detail
Strong computer skills (Word, Excel and FileMaker Pro) with willingness to learn new software
Experience with database and project management software
Highly motivated, service-oriented, professional team player with courteous interpersonal skills
Capacity to perform in an intellectually rigorous and complex academic environment
The ability to work independently, take initiative, manage multiple projects simultaneously, meet deadlines, and adapt to shifting priorities
The ability to exercise sound judgment in handling of confidential information
Knowledge of social protocols, fine dining, and beverages
Good understanding of space and logistics
The ability to perform physical labor and work extended hours as needed
Value the importance of equity as an organizational operating principle and committed to equity, diversity, and inclusion
Commitment to Equity, Diversity, and InclusionAt Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law. Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification. #LI-HYBRID Commitment to Equity, Diversity, and Inclusion At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education. Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.