California College of the Arts
Director of Institutional Events
California College of the Arts, San Francisco, California, United States, 94199
locations San Francisco time type Full time posted on Posted Today job requisition id R509736 The Director of Institutional Events leads the creation and realization of inspired and engaging event-based experiences across CCA. This position spearheads an annual program of events in the President's Office and Advancement departments that increase engagement across the college and are integral to the success of the college-wide philanthropic program and institutional strategy. The Director's largest projects include the annual gala and commencement. The gala requires directing a 12-month process and a team that includes high-level contributors such as trustee gala chairs, specialists such as designers and vendors, and professional staff such as major gift officers, facilities personnel, and administrative assistants. Commencement requires a 12-month process overseeing the planning, preparation, and execution of CCA's commencement experience by a cross-divisional work team. The Director ensures all event content tells the story of CCA in a way that aligns with the college's mission and values. This position works both independently and in close collaboration with the President, trustees, president's cabinet, faculty, and frontline fundraisers to maximize participation and contributions through a range of program-based engagement activities. The Director supervises the Events Manager and serves as an institutional expert on event planning and production, and provides event & engagement-based advice to senior leaders. The Director is a creative, resourceful, experienced, responsible, and polished events professional who has the ability to work efficiently with sound judgment in a high-pressure, high-volume environment.
MAIN RESPONSIBILTIES: Events Management - 75% Develops, deploys, and manages a six-figure annual budget and multi-year plan to maximize the effectiveness of events that achieve CCA institutional goals for cultivation, stewardship, fundraising, community, and external engagement.
Oversees all President's Office events, including large-scale events that require cross-departmental collaboration.
Oversees an evolving team of multi-level workers from a variety of constituencies across CCA departments and outside the college, bringing them together strategically to realize common goals.
As chair of the Commencement Planning Committee, they will oversee the planning, preparation, and execution of CCA's commencement experience by a cross-divisional work team.
Ensures that a celebratory, inclusive, and accessible commencement experience for students and their guests while balancing resource constraints.
Establishes vision and strategic direction; assesses and sets priorities; builds buy-in among stakeholders and facilitates creative problem solving
Sets and meets annual gala fundraising six-figure income goal
For the gala, works closely with managing high-level volunteer event chairs in all aspects of event development, execution, and table/ticket sales and solicitations.
Ensures event chairs, committees, and volunteers have a positive experience working with CCA, inspiring long-standing support and investment in the school.
Works closely with Marketing Communications and publicists to position events to provide maximum visibility and branding for the school.
Negotiates with departments, including Facilities, Academic Affairs, Public Safety, etc., on event plans as they impact operations across the school.
Directs and realizes the full scope of event production, including vendor sourcing, contract negotiations, collateral development, target audience identification and tracking, program (speakers, presentations, run-of-show), technical, operational, and dcor requirements, and on-site execution.
Strategizes event budgets and timelines to ensure events are cost-effective, planned for, and implemented effectively, and achieve strategic income or cultivation goals.
Oversees "night of" tasks for each event, ensuring load-in and breakdown as needed. Trains staff and volunteers to perform event duties such as check-in.
Manages creation of effective and appropriate event collateral such as invitations, evites, websites, programs, signage, etc. Writes invitation and remarks copy as needed.
Coordinates Marketing Communications, designers, and other vendors to manage production and tight deadlines for print and digital event assets.
Prepares key stakeholders and senior management for their role and participation in events. Ensures proper and timely communication of guest lists, attendee bios, remarks and timelines.
Directs vendors (i.e. catering, rentals, etc.) on deliverables and monitors proper usage of CCA facilities.
Ensures all events meet CCA's highest standards of quality and guest experience.
Plans and executes any additional one-off events that may come up. Such as: trustee dinners, external engagement events, strategic partnerships with other organizations, etc.
Supervision - 10% Trains, mentors, and evaluates the performance of the Events Manager.
Oversees the Events Manager's role as lead project manager for Commencement and other annual advancement-related events (i.e. Wornick Award and Simpson Award Receptions, etc.)
Works with department heads to inform priorities and an annual work plan for the team, identifying and pursuing opportunities for synergies in the events, president's office, and advancement programs.
Oversees all work tasks of the team and ensures that standards for quality and quantity of work are upheld.
Identifies and supports professional development opportunities for the team
? Formulates, interprets, and implements operational protocols and guidelines for event planning. - 10% Is CCA's events expert, employing extensive knowledge of college assets such as facilities, equipment, staff, and faculty, and how they can best be deployed to create experiences of various sizes.
Wields similar expertise on venues throughout the Bay Area, which may be the location of off-site events.
Negotiates and commits the college to vendor contracts, some in the large five-figures. Develops excellent relations with vendors (i.e., caterers, dcor, print designers) to maximize value and enables economies of scale by negotiating multi-year and multi-project contracts.
Creates a balanced, effective multi-year events program and serves as CCA's events representative. - 5% Evaluates the effectiveness of each event and creates a multi-year operational plan to set program goals and a calendar for the year.
Creates a strategy to ensure the President's Office & Advancement events, and other cross-functional institutional events, are positioned and calendared for greatest impact.
Is CCA's events program representative to trustees, senior management, and the community at large.
MINIMUM REQUIREMENTS: Bachelor's degree and 7- 10 years of significant event planning required.
Previous supervisory experience preferred.
Experience working within a non-profit organization on galas, benefits, or fundraising events.
Outstanding leadership and interpersonal skills; proven record leading a team, working collaboratively as well as independently, and with self-motivation to achieve goals.
Exceptional organizational skills in a fast-paced environment, with the ability to manage multiple complex projects on strict deadlines and maintain a professional attitude during times of high stress.
Advanced attention to detail and responsiveness to needs as they arise.
Excellent communication skills with demonstrated ability to write articulate, effective collateral copy and correspondence.
Hands-on, manager-level experience in planning, implementing, and evaluating donor events, supervising junior staff, and leading a committee of high-profile stakeholders.
Strong analytical and budget management, contract negotiation, and strategic planning experience
Ability to tactfully and effectively interface with senior staff, trustees, donors, and high-profile event guests.
Superior computer proficiency, including Google Suite, database management (Raiser's Edge experience highly preferred), and online research.
Experience with Adobe Creative Suite (Photoshop, Illustrator) and basic graphic design knowledge preferred.
Must be able to work nights and weekends as needed.
COMPENSATION & BENEFITS
: The compensation range for this position is $107,000 - $112,200 annually
CCA offers a comprehensive benefits package, including the choice of five medical plans, generous holiday, sick & vacation time, a retirement match and tuition remission. CCA covers an average of 91% of the medical plan cost for the employee only and an average of 82% for employees with dependents. More information can be found here: https://portal.cca.edu/working/office-human-resources/employee-benefits .
POSITION DETAILS : CCA considers a full-time work week to be 37.5 hours per week
Work Mode: Campus Hybrid
Location San Francisco
FLSA Exempt
Additional Locations Application Instructions Applicants are required to attach a cover letter and resume. Incomplete applications will not be considered. Recommended document file formats are Word or PDF. If there are multiple attachments, we recommend compressing/zipping your files into a zip format file. There is also a place in the application for you to provide a link to large documents. Please submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Application Deadline For staff positions, screening begins immediately and continues until the position is filled. EEO Statement As an educational and cultural institution, California College of the Arts has a responsibility to provide access and opportunities for all people, with special attention to supporting groups historically underrepresented in higher education. We believe that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability. California College of the Arts is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to hr@cca.edu. In alignment with the San Francisco Fair Chance Ordinance, we will consider qualified applicants with arrest and conviction records for employment. If a background check is required for a position, it will be noted in the job posting. Questions? Please address any questions to hr@cca.edu .
MAIN RESPONSIBILTIES: Events Management - 75% Develops, deploys, and manages a six-figure annual budget and multi-year plan to maximize the effectiveness of events that achieve CCA institutional goals for cultivation, stewardship, fundraising, community, and external engagement.
Oversees all President's Office events, including large-scale events that require cross-departmental collaboration.
Oversees an evolving team of multi-level workers from a variety of constituencies across CCA departments and outside the college, bringing them together strategically to realize common goals.
As chair of the Commencement Planning Committee, they will oversee the planning, preparation, and execution of CCA's commencement experience by a cross-divisional work team.
Ensures that a celebratory, inclusive, and accessible commencement experience for students and their guests while balancing resource constraints.
Establishes vision and strategic direction; assesses and sets priorities; builds buy-in among stakeholders and facilitates creative problem solving
Sets and meets annual gala fundraising six-figure income goal
For the gala, works closely with managing high-level volunteer event chairs in all aspects of event development, execution, and table/ticket sales and solicitations.
Ensures event chairs, committees, and volunteers have a positive experience working with CCA, inspiring long-standing support and investment in the school.
Works closely with Marketing Communications and publicists to position events to provide maximum visibility and branding for the school.
Negotiates with departments, including Facilities, Academic Affairs, Public Safety, etc., on event plans as they impact operations across the school.
Directs and realizes the full scope of event production, including vendor sourcing, contract negotiations, collateral development, target audience identification and tracking, program (speakers, presentations, run-of-show), technical, operational, and dcor requirements, and on-site execution.
Strategizes event budgets and timelines to ensure events are cost-effective, planned for, and implemented effectively, and achieve strategic income or cultivation goals.
Oversees "night of" tasks for each event, ensuring load-in and breakdown as needed. Trains staff and volunteers to perform event duties such as check-in.
Manages creation of effective and appropriate event collateral such as invitations, evites, websites, programs, signage, etc. Writes invitation and remarks copy as needed.
Coordinates Marketing Communications, designers, and other vendors to manage production and tight deadlines for print and digital event assets.
Prepares key stakeholders and senior management for their role and participation in events. Ensures proper and timely communication of guest lists, attendee bios, remarks and timelines.
Directs vendors (i.e. catering, rentals, etc.) on deliverables and monitors proper usage of CCA facilities.
Ensures all events meet CCA's highest standards of quality and guest experience.
Plans and executes any additional one-off events that may come up. Such as: trustee dinners, external engagement events, strategic partnerships with other organizations, etc.
Supervision - 10% Trains, mentors, and evaluates the performance of the Events Manager.
Oversees the Events Manager's role as lead project manager for Commencement and other annual advancement-related events (i.e. Wornick Award and Simpson Award Receptions, etc.)
Works with department heads to inform priorities and an annual work plan for the team, identifying and pursuing opportunities for synergies in the events, president's office, and advancement programs.
Oversees all work tasks of the team and ensures that standards for quality and quantity of work are upheld.
Identifies and supports professional development opportunities for the team
? Formulates, interprets, and implements operational protocols and guidelines for event planning. - 10% Is CCA's events expert, employing extensive knowledge of college assets such as facilities, equipment, staff, and faculty, and how they can best be deployed to create experiences of various sizes.
Wields similar expertise on venues throughout the Bay Area, which may be the location of off-site events.
Negotiates and commits the college to vendor contracts, some in the large five-figures. Develops excellent relations with vendors (i.e., caterers, dcor, print designers) to maximize value and enables economies of scale by negotiating multi-year and multi-project contracts.
Creates a balanced, effective multi-year events program and serves as CCA's events representative. - 5% Evaluates the effectiveness of each event and creates a multi-year operational plan to set program goals and a calendar for the year.
Creates a strategy to ensure the President's Office & Advancement events, and other cross-functional institutional events, are positioned and calendared for greatest impact.
Is CCA's events program representative to trustees, senior management, and the community at large.
MINIMUM REQUIREMENTS: Bachelor's degree and 7- 10 years of significant event planning required.
Previous supervisory experience preferred.
Experience working within a non-profit organization on galas, benefits, or fundraising events.
Outstanding leadership and interpersonal skills; proven record leading a team, working collaboratively as well as independently, and with self-motivation to achieve goals.
Exceptional organizational skills in a fast-paced environment, with the ability to manage multiple complex projects on strict deadlines and maintain a professional attitude during times of high stress.
Advanced attention to detail and responsiveness to needs as they arise.
Excellent communication skills with demonstrated ability to write articulate, effective collateral copy and correspondence.
Hands-on, manager-level experience in planning, implementing, and evaluating donor events, supervising junior staff, and leading a committee of high-profile stakeholders.
Strong analytical and budget management, contract negotiation, and strategic planning experience
Ability to tactfully and effectively interface with senior staff, trustees, donors, and high-profile event guests.
Superior computer proficiency, including Google Suite, database management (Raiser's Edge experience highly preferred), and online research.
Experience with Adobe Creative Suite (Photoshop, Illustrator) and basic graphic design knowledge preferred.
Must be able to work nights and weekends as needed.
COMPENSATION & BENEFITS
: The compensation range for this position is $107,000 - $112,200 annually
CCA offers a comprehensive benefits package, including the choice of five medical plans, generous holiday, sick & vacation time, a retirement match and tuition remission. CCA covers an average of 91% of the medical plan cost for the employee only and an average of 82% for employees with dependents. More information can be found here: https://portal.cca.edu/working/office-human-resources/employee-benefits .
POSITION DETAILS : CCA considers a full-time work week to be 37.5 hours per week
Work Mode: Campus Hybrid
Location San Francisco
FLSA Exempt
Additional Locations Application Instructions Applicants are required to attach a cover letter and resume. Incomplete applications will not be considered. Recommended document file formats are Word or PDF. If there are multiple attachments, we recommend compressing/zipping your files into a zip format file. There is also a place in the application for you to provide a link to large documents. Please submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Application Deadline For staff positions, screening begins immediately and continues until the position is filled. EEO Statement As an educational and cultural institution, California College of the Arts has a responsibility to provide access and opportunities for all people, with special attention to supporting groups historically underrepresented in higher education. We believe that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability. California College of the Arts is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to hr@cca.edu. In alignment with the San Francisco Fair Chance Ordinance, we will consider qualified applicants with arrest and conviction records for employment. If a background check is required for a position, it will be noted in the job posting. Questions? Please address any questions to hr@cca.edu .