Assistant Director of Special Events, Duke Alumni Engagement and Development (AED)

Occupational summary

Reporting to the Program Director of AED Special Events the Assistant Director will plan and execute events and special programs to engage, cultivate and steward alumni, parents, students, and friends of the University.

Job Responsibilities

Event Management

• Design, plan, and coordinate live and virtual events as assigned by the Senior Director. These events include, but are not limited to dinners, luncheons, and receptions, as well as advisory board and committee meetings, conferences, affinity group events and lifelong learning programs.  Specific duties:
• Develop and manage planning timelines for assigned events that facilitate efficient and timely collaboration with other staff.
• Delegate to the Program Coordinator or Staff Associate, logistical details and tasks involved with more complex events.
• Evaluate and provide input on event program content for live and virtual events Enlist and choose faculty speakers as needed. Facilitate program rehearsals and coach presenters to optimize performance.
• Select, arrange, and support event technology needed for live, virtual and hybrid events, whether staffing event execution internally or in partnership with audiovisual production vendors.
• Select and collaborate with caterers, entertainment, and event décor vendors to create event experiences that reflect the university and departmental standards and the event goals.
• Evaluate, select, and arrange venues and guest accommodations. Arrange individual travel plans for guests and/or speakers and group transportation and parking.
• Travel to off-campus venues to conduct site visits as appropriate and coordinate events.
• Determine and coordinate staffing needs for event execution.
• Liaise with leadership, speakers, staff partners, guests, and vendors at events.
• Develop and execute, if necessary, contingency plans for emergency or severe weather situations.
• Trouble-shoot operational issues related to events and exercise independent judgment to accommodate and/or resolve constituent concerns.
• Assist with the planning and production of more complex events such as presidential events, campaign events, signature regional events and donor recognition events under the direction of the Director and/or the Senior Assistant Director.
• Follow team standards for event processes, communications, and documentation

Communications

• Connect internal and external constituents with events.
• Design, write, and coordinate print and digital event communications, including online registration sites, formal and informal invitations and follow up correspondence.
• Design, write and coordinate production of event programs and brochures. Oversee design and production of menus, place cards and nametags.
• Oversee the coordination of event mailings including reviewing mailing lists for accuracy and providing updated information to the data team.
• Coordinate event mailings including management of data, mail merges and printing of envelopes, as well as obtaining appropriate postage.
• Manage and track invitations and responses.
• Research and prepare background information, introductory remarks and talking points for special events as appropriate.
• Communicate all logistics and background in written form with event plans and briefings for participating development staff, speakers, event partners, vendors, and hosts.
• Review and approve event plans and briefings for direct reports.

Budget/Contract Summary

• Manage the budget and expenses for each event assigned. Make recommendations, process payments, and negotiate agreements in accordance with university procedures.
• Breakdown event budget to line-item expense projections and setup budget tracking sheet.
• Represent the Alumni Engagement and Development Office in negotiations regarding arrangements for such events.
• Determine fiscal requirements for assigned events; monitor, verify and reconcile expenditure of budgeted funds. 
• Ensure all expenses are paid in a timely manner.

Data Management

Ensure that data is accurately collected, recorded and that appropriate data analytics are utilized in determining event strategies and priorities.

Report, record and analyze historical data for assigned events, including attendance, post-event feedback and evaluation.

Behavioral competencies

1.       Decisiveness and Judgement

2.       Promotes innovation and creativity

3.       Attention to Detail

4.       Planning, Prioritizing and multitasking

5.       Collaborating with others

6.       Provides Excellent Customer Service

7.       Flexibility

8.       Initiative

9.       Self-management

Skills

• MS Office suite: MS Word, Excel, and PowerPoint proficient.
• Prior experience with database systems.
• Working knowledge of event management systems, virtual event platforms such as zoom, and web-based project management tools.

Additional skills

• General knowledge of Duke campus and facilities
• General knowledge of area vendors such as caterers, florists, rental companies, etc.
• Ability to travel and work evenings and weekends
• Ability to lift and move boxes up to 30 lbs.

Minimum Qualifications

Education

Work requires communications, analytical and organizational skills generally acquired through completion of a Bachelor's degree program.

Experience

Work requires ability to design, plan and coordinate fund raising activities and special events generally acquired through two years of project coordination experience OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.