Special Projects and Events Manager (CA BASED)

105394BR

Off-Campus: Los Angeles

Events Manager

Job Description

Under administrative direction, performs work of considerable difficulty planning, coordinating, organizing, staffing and supervising the program delivery of special projects, initiatives and events sponsored by the school. Serves as the primary point of contact for special event logistics for internal and external clients and coordinates multiple tasks simultaneously and autonomously. The position will require a highly skilled professional with ability to manage competing priorities, communicate across a wide array of audiences and stakeholders, demonstrate excellent sensitivity and good judgement.

POSITION IS BASED IN LOS ANGELES, CALIFORNIA

Job Family

Publicity & Promotion

Department Name

CA Center Grand

Full-Time/Part-Time

Full-Time

VP Code

EXECUTIVE ADMIN

Scope of Search

Open

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$80,000-$88,000 per year; DOE

Close Date

31-October-2024

Category

03

Essential Duties

• Provides consultative assistance to departments and centers in the adaptation of events logistics to achieve desired outcomes.
• Maintains collaborative rapport with appropriate departments, centers and units to assess event needs and develop event recommendations and plan.
• Maintains and establishes a positive working relationship with all stakeholders e.g. other departments, businesses and industry, local/area boards, districts and partnerships, etc.
• Interacts with appropriate department lead to discuss results of events, financial and operational analysis, observations, and recommendations to strengthen and/or improve operational efficiency and effectiveness.
• Provides assessment of event or project objectives and outcomes to determine whether financial controls are adequate.
• Develops a complete logistical plan for each event or project including, but not limited to: budget, staff, timetable and event procedures.
• Provides administrative support in conjunction with departments, units and centers to ensure continuity of effort and attainment of event or project goals.
• Acts as primary liaison with event speakers and IT for instructional/audio visual needs.
• Establishes and maintains master event invitation database, builds out STOVA web registration pages and manages event RSVPs for high profile events.
• Consults with event advisors on creation of curated guest lists.
• Creates and maintains relationships with external contacts and executive assistants of high-profile event attendees.
• Drafts correspondence on a variety of subjects requiring judgement and maintains confidentiality.
• Directs and oversees activities of student workers assigned to events or projects using project management or scheduling software.
• Provides on-site presence and support as needed during the event to ensure coordination of all aspects of the event including, but not limited to: service levels, contract negotiation, vendor selection, collateral materials, set-up/break-down and registration to ensure delivery of successful, effective and smooth events.
• Develops performance indicators and accountability reports for special events and maintains files of all pertinent information.
• Works closely with the Director of Operations to identify and prioritize event problems and corrective action strategies.
• Leads presentations for the team as needed; manage recording, chat, slides as necessary.
• Performs other duties as assigned

Minimum Qualifications

Bachelor's degree in related field AND five (5) years administrative/coordinating experience including three years supervisory experience OR Any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• 3-5 years of event planning, conference planning or production experience.
• Experience in using Excel and space reservation software (EMS, Mazevo).
• Experience in a higher education work environment.
• Evidence of effective writing/oral communication skills, including experience working with different types of audiences and stakeholders.
• Demonstrated project management skills.
• Experience with establishing systems, processes and workflows that promote efficiencies, data gathering and analysis.
• Knowledge of accepted standards of courtesy, etiquette, social sense, and personal demeanor.
• Knowledge of budgets, finance and management principles and practices.
• Knowledge of operations/logistics, including custodial and maintenance operations
• Experience in organizing work of others and self.
• Experience in complex and diverse social settings.
• Experience in interacting with a variety of campus personnel working as a liaison and/or supervisor.
• Evidence of effective communication.
• Skill in establishing and maintaining effective working relationships.
• Skill in analyzing and developing effective solutions for logistical problems.
• Skill in using good organizational skills and attention to details.

Working Environment

POSITION IS BASED IN CALIFORNIA

• This position is 40 hours per week fully onsite at the ASU California Center in downtown Los Angeles and potentially other sites in downtown Los Angeles.
• May require a flexible working schedule in order to accommodate program need, including some evenings and weekends.
• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, standing, walking and using a computer.
• Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds.
• Setting up tables and chairs and resetting furniture in meeting rooms and classroom.
• Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts.

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU PD at 480-965-3456.

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Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.