Assistant Director Of Advancement Events
Lead and manage advancement event strategy and logistics under the supervision of the Director of Donor Relations and Advancement Events and in support of the university's overall engagement and development efforts. Responsible for planning, coordinating, and managing vendor, guest, and speaker needs. Oversee all aspects of advancement event logistics with a high level of discretion and attention to detail. Ensure all events are executed within budget and achieve the strategic goals of the division.
Schedule, plan, and prepare for signature donor and prospective donor events in support of fundraising, stewardship and the University's capital campaign. This includes four events for parent donors/prospective parent donors each year. Partner with supervisor on the strategy and execution for advancement's donor related events. Ensure all events are executed within the vision, strategy and budget for each event. Responsible for all aspects of event planning and execution.
In addition to overseeing advancement and campaign events as they arise, the Assistant Director will oversee all aspects of the following signature events:
- Rated & Legacy Family Move-In Reception
- Business Leader of the Year
- Cardin Lecture Reception
- President's Society Christmas Party
- Donor Hospitality Suites
- Rated & Legacy Family Brunch prior
- Pre-Commencement Donor Brunch
Evaluate, schedule, and manage vendors, manage catering and event services, photographers, florists, linen vendors, guest speakers, VIP guests, special-needs guests, etc. Schedule, visit and manage off-site venues. Ensure contracts are reviewed, circulated, and signed by the appropriate parties. Make sure deadlines are being met and invoices get paid from the appropriate GL. Book car services and hotel rooms when necessary and plan guest itineraries. Handle all aspects of event communications including invitations, confirmation emails and registration forms. Partner with other event staff across the University including Event Services, Academic Events and Presidential Events to ensure continuity of Loyola University Maryland events across the board.
Coordinate with vendors on the day of the event. Manage event registration and seating. Assist with any technical difficulties. Help ensure a smooth program flow at the event and help to manage and remedy unforeseen issues during the event. Ensure donors and guests have a positive experience and Room set up. Mail invitations, mail or email confirmations, create credentials, mail credentials, and create seating charts, nametags, staff lists, and staff training when needed for large events.
Participate in the departmental budget during the budget process each year and in budgeting for each event. Assist in the reconciliation of fundraising events. Oversee the management of student employees and other advancement staff who are staffing events. Assist Major Gift Officers in making connections with prospects by alerting them to early RSVPs and other communications made through the Advancement Events Office. Work with registration staff to ensure accurate records of event attendees. Send post-event data to Advancement Services. Work with the photographer to ensure event photography is captured, and then download the photos to our online Flickr account. Send a link to event photos to all guests who were in attendance for their personal use. Ensure thank you notes and gifts are sent to any speakers, special guests, and hosts. Ensure that invoices are received and paid promptly and, for events that are fundraising events, ensure that all sponsors and participants have received invoices and are paying promptly.
Work with colleagues throughout Advancement and the University to curate accurate and targeted guest lists for each event using advancement and university databases. Pre-and-Post event. Report back to Advancement Services with data on those guests who has actually attended each event, allowing us to keep accurate records of who is attending each event. Research invitation lists to identify bad postal addresses and email addresses, and to ensure guests are recognized appropriately at events with ribbons, titles, parent indicators, graduation years, etc. Manage the RSVP process for each event.
Education Required: Bachelor's degree
Education Preferred: Other Professional Licensures: Valid Drivers License
Work Experience: 5 - 8 years
Describe Required Experience: At least 5 years of experience in event management, budget management or nonprofit development knowledge.
Required Knowledge, Skills and Abilities: Extraordinary attention to detail and ability to deal with multiple competing priorities under minimal supervision. Ability to take charge and manage significant administrative projects, to make important decisions, and to design and implement new programs. Ability to manage staff and ensure their work is of the highest quality. Demonstrated ability to collaborate with, coordinate and manage colleagues and staff during event planning process and execution. Outstanding verbal, written, and interpersonal communication skills. Knowledge of university systems and personnel. Ability to collaborate and to build effective relationships with Advancement staff and across the University. Experience with computer technologies and sophisticated software applications. Familiarity with Microsoft Office and Access, HTML, XHTML, Social tables, Constant Contact, Informer, or Colleague is preferred. Must be able to work a flexible schedule including nights, weekends and some holidays. Ability to support the mission and values of a Catholic Jesuit education, as well as University goals for institutional diversity.
Physical/Environmental Demands: Office environment/no specific or unusual physical or environmental demands.