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Assistant Director of Events Position at Bucknell University

Date

01/26/2018
Position Description

Position Title:
Assistant Director of Events

Exemption Status:
Exempt

Job Summary:
The Assistant Director of Events will provide high quality service in event management by planning, consulting, coordinating and implementing on and off-campus event logistics. In addition, this position will support the oversight of the Events Management department budgets.

This position is a full-time, twelve month, exempt position.

Reports To:
Associate Director of Special Events and Services

Duties and Responsibilities:
1. Manage the coordination and implementation of on-campus events as assigned.
• Plan and execute event logistics for major University flagship events including, but not limited to, Commencement, Reunion Weekend, Homecoming, Family Weekend, Scholarship Day, Trustee events, University Staff Events, Admissions and CDC events, President’s Office events, Senior Bucknellians, and BU Forums. Logistics include accounts payables, publications/communication management, and scheduling internal and external services.
• Plan and execute event logistics for smaller scale events including, but not limited to, dedications, lectures, meals and one-time themed events. 
• Serves as the primary contact person and provides consultation for assigned events. 
• Manage logistics including, but not limited to, scheduling event spaces, menus, transportation arrangements, security, signage, name tags, tech needs, sound and lighting, linens, flowers, musicians, parking, photographers and ADA considerations, and coordinating other events services. 
• Maintain accurate and detailed information in EMS for assigned events. 
• Act as the liaison between the program manager and PP&M for invitation/program design, mailing lists, and mailing timeline. 
• When applicable, work with Event Management Event Coordinator for RSVP process. 

2. Responsible for budget and scheduling management for assigned events. 
• Maintain detailed event budget, post-event account reconciliation, and event budget comparisons (by event and by item) as needed for each assigned event. 
• Assures compliance to scheduling and related policies and guidelines.
• Effectively manage balancing cost efficiencies and integrity/quality of event. 
• Works with Executive Director to reconcile expenditures in Events Management Cost Centers and create budget projections and capital expenditure requests.

3. Effectively provide necessary follow-up for event activities, including after-action meetings, billing, invoicing, etc.
• Conduct a debriefing with event program manager(s) and service departments on campus, when relevant.
• Draft follow up correspondence such as thank you notes.

4. Maintain office/event confidentiality.

5. Other duties as assigned.  

Diversity & Inclusion Expectation:
Has significant prior experience working with and serving a diverse workforce and customers.

Minimum Qualifications and Requirements:
• High school diploma or equivalent.
• Minimum of four years of professional experience providing outstanding customer service in an events coordination/management environment. 
• Excellent organizational, budgeting, event planning and project management skills. 
• Demonstrated ability to manage multiple priorities and manage multiple simultaneous projects through completion. 
• Strong written and oral communications skills. 
• Ability to travel for off-campus events and work nights and weekends as required. 
• Demonstrated creativity, initiative and proactive problem solving skills. 
• Excellent interpersonal skills and a demonstrated ability to build positive relationships with a diverse constituent base.
• Proficiency with computer systems, the internet, standard office systems and basic business practices.

Preferred Qualifications:
• Bachelor’s degree preferred
Talk to a Venue Specialist: 1-877-244-6110