Entertainment IndustryJob Opening for Assistant Director, Special Events in Northwestern University (Evanston, IL)



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Job Category : Entertainment Industry
Company Name: Northwestern University
Position Name: Assistant Director, Special Events
Location : Evanston, IL
Job Description : Functional expert responsible for the planning, staffing, and tactical execution of programs &/or events for faculty, students, staff, alumni, sponsors, friends, etc. Coordinates all activities of 1 or more smaller less complex program &/or event or provides support on complex programs &/or events. Programs &/or events may be designed to strategically identify & cultivate prospects, students & alumni in meaningful ways that transition into engaged volunteers & donors. Supervises student workers, support staff &/or volunteers.
Please note: Position located in Chicago administrative offices
Some evening and weekend hours required to run/support events and meetings
Ability to lift 30 lbs.
Specific Responsibilities:
Strategic Planning
Administers & maintains existing strategic plans.
Recommends changes & improvements to maximize & ensure most effective & efficient use of revenue streams in regard to program &/or event operations.
Involves moderate level of collaboration with internal department partners and low level of collaboration with University partners in implementing and expanding existing relationships to accomplish strategic goals.
Includes briefing key partners on event specifics and timelines.
Involves moderate level of collaboration with external contacts and vendors.
Please bullet examples of key partnerships and work involved below:
Prospects & Gifts
Manages 1 or more portions of the relationship programming (engagement programs, clubs, &/or events &/or solicitation programs such as direct mail, phone mail, in-house and consultant-based phonathons, parents’ fund, senior class gifts, special gifts’ clubs, etc.).
Works with schools’ development officers to implement strategies that will maximize dollars raised & participation of donors.
Identifies & personally solicit less complex individual gifts.
Completes associated stewardship responsibilities.
Assists with volunteer management, including generating reports and lists, coordinating updates, and other scheduled communications.
Implements training opportunities both in-person & virtually designed to meet the needs of entry level to advanced volunteer leaders in locations around the world.
Manages 1 or more portions of programs &/or events which may include coordinating with leaders on interests in theme, timing, venue, speakers, etc.
Develops materials such as programs, posters, invitations, etc.
Processes & maintains information, registration &/or databases.
Markets & promotes using advertising, broadcast email, websites, social media, etc.
Assists in scheduling details such as venue, space, caterers, musicians, photographers, audiovisual and technical requirements, name tags, etc.
Prepares event plans & summaries.
Reviews information & recommends “best practices” for future events.
Organizes and executes administrative aspects of program &/or event operations.
Maintains data (mailing, invitation, attendance, RSVP lists).
Manages timelines.
Manages expenses (venue, food, entertainment, technology, security).
Coordinates graphic design and/or scripting; staffing; working with subcontractors.
Documents results & response levels.
Optimizes the use of technology including social media for marketing, communications & data reporting & analysis.
Assists in the development of web analytics, dashboards, & metrics which provide quantitative analysis of program & event outcomes.
Implement & administer approved budget for designated programs &/or events.
Supervises part-time, temporary, and/or work/study employee.
Performs other duties as assigned.
Minimum Qualifications:
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor’s or higher degree; OR appropriate combination of education and experience.
2 years special events, development, marketing, sales or the equivalent experience is required.
Digital communications experience.
Minimum Competencies: (Skills, knowledge, and abilities.)
Organization and detail oriented
Experience with budget management
Preferred Qualifications:
SPS alum
Advanced degree, or the equivalent combination of education, training and experience from which comparable skills can be acquired.
Knowledge of higher education field
Preferred Competencies: (Skills, knowledge, and abilities)
Experience in large-scale event planning
Database management (Excel, reporting, etc.)
Career services knowledge and experience
Ability to cultivate and maintain an alumni program with evidence of increased connections to the institution
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.
Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.
Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.
Northwestern requires all staff and faculty to be vaccinated against COVID-19, subject to limited exceptions. For more information, please visit our COVID-19 and Campus Updates website.
The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

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