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Event Services Leader

Company: Indiana University
Location: Bloomington
Posted on: May 12, 2024

Job Description:

DepartmentPRESIDENT'S OFFICE (UA-PRES-IUBLA)Job SummaryThe Director of Presidential Events oversees the planning, strategic development, and execution of presidential events on all campuses of Indiana University. The Office of the President is an exciting, fast-paced environment that operates with enthusiasm, efficiency, and dedication to IU. We seek an individual who takes great pride in their work, demonstrates initiative, and brings a `team effort' mentality to join our staff. Department Specific Responsibilities

  • Participates in the planning, strategic development, and execution of other major and executive-level events across IU. Events include dinner parties and receptions (in residences or on- or off-campuses), visiting dignitary itineraries, special events, conferences, lectures, and workshops.
  • Contributes directly to the success of the Office of the President.
  • Manages deadlines; and completes multiple, complex projects and tasks.
  • Interfaces regularly with the administration and their teams, internal and external constituents of the university, and partners, donors, alumni, and high-level guests. Collaborates significantly with University Events colleagues in the Office of University Events.
  • Serves in a leadership capacity in coordination with a team of event professionals, external vendors, event clients, and stakeholders (IUAA, IUF, Provost, Chancellors, etc.) to plan, develop, and execute executive events that support strategic initiatives and university priorities.
  • Serves as the primary on-site authority for executive events.
  • Researches, recommends, establishes, and reviews standards, policies, and protocols for executive events.Ensures effective communication with event hosts, honorees, and invitees.
  • Determines the appropriate use of university and non-university funding sources, ensuring compliance with university and IU Foundation policies and procedures.
  • Negotiates with vendors and venues on all aspects of presidential events.
  • Works with approved university vendors to ensure they meet IU regulations.
  • Works closely with residence and venue managers, IU Event Services, and IUPD when needed, to manage the venue, scheduling, site preparation, signage, and safety/security procedures.
  • Develops customized and detailed itineraries as needed for dignitaries and high-profile guests (heads of state, principal donors, academic leaders, celebrities) to meet the strategic goals of the visit.
  • Advises executive leadership on matters of protocol for visiting dignitaries and guests.
  • Designs, selects, and procures gifts and other memorabilia for executive events.
  • Collaborates with technical leadership to plan audio/visual arrangements.
  • Collaborates with appropriate event staff related to invitations, programs, and other event collateral.
  • Manages complex budgets, prepare estimates, and create tools and metrics to assess events.
  • Reviews and ensures contract fulfillment and service/product quality, host/guest satisfaction.
  • Provides post-event evaluation and analyses.General Responsibilities
    • Provides highest level of operational leadership and coordination of assigned staff members to define event services methodologies and standards; provides direction and guidance on high priority event services projects/initiatives.
    • Establishes short-term business plans and long-term operational objectives, including managing project timelines/deliverables and developing resource plans for multi-project/multi-phase event services initiatives.
    • Conducts a variety of personnel actions to include, but not limited to hiring, promotion, performance management, and dismissal.
    • Manages high level assignments and allocation of event services resources, including negotiating and coordinating initiatives that involve staff in other departments/areas/teams; may coordinate large-scale event services projects with a wide audiences in support of academic initiatives.
    • Makes budgetary recommendations/proposals based on resource needs and ensures cost containment.
    • Researches and stays up-to-date on new industry event services standards, regulations, and specifications; responsible for the implementation of new protocols/procedures to address business needs.
    • Works collaboratively with other event services leaders across departments in recommending standards, best practices, and related policies/procedures.
    • Prepares management reports and summaries for senior administration, executive, steering and advisory committees; acts as advisor to executive committees; serves on various university committees, communities of practice, and task forces related to event services.QualificationsCombinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.EDUCATIONRequired
      • Bachelor's degree in business or related fieldWORK EXPERIENCERequired
        • 4 years in business, conferences, events, customer service, or related field
        • 1 year of management experience in related fieldSKILLSRequired
          • Proficient communication skills
          • Maintains a high degree of professionalism
          • Demonstrates time management and priority setting skills
          • Demonstrates a high commitment to quality
          • Excellent collaboration and team building skills
          • Excellent organizational skills
          • Effectively coaches and delivers constructive feedback
          • Instills commitment to organizational goals
          • Demonstrates excellent judgment and decision making skills
          • Effective conflict management skills
          • Builds and manages effective teamsPreferred
            • Demonstrates ability to successfully work independentlyWorking Conditions / DemandsThis role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.Work LocationBloomington, IndianaBenefits OverviewFor full-time staff employees, Indiana University offers a wide array of benefits including:
              • Multiple plan options for medical insurance
              • Dental insurance
              • Health Savings Account with generous IU contribution
              • Life insurance, LTD, and AD&D options
              • Base retirement plan contribution from IU, subject to vesting
              • Additional supplemental retirement plan options
              • Tuition benefit for IU classes
              • 10 paid holidays per year
              • Generous Paid Time Off
              • Paid Parental Leave
              • Employee Assistance Program (EAP)Learn more about our benefits by reviewing our online Benefits Brochure.Job ClassificationCareer Level: Sr. OperationalFLSA: ExemptJob Function: OperationsJob Family: EventsClick here to learn more about Indiana University's Job Framework.Posting DisclaimerThis posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.If you wish to include a cover letter, you may include it with your resume when uploading attachments.Equal Employment OpportunityIndiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.Campus Safety and SecurityThe Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.Contact UsRequest SupportTelephone: 812-856-1234

Keywords: Indiana University, Bloomington , Event Services Leader, Other , Bloomington, Indiana

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