Events Manager

SUMMARY

OPEN UNTIL FILLED-

The Events Manager is a detail-oriented professional responsible for the strategic planning, coordination, and successful execution of special events for the College. This includes overseeing the full scope of logistics for fundraising events and other high-level internal and external college-wide special events, such as building openings, dedications, legislative visits, and specialized employee events. This individual serves as the primary point of contact for event logistics, ensuring seamless execution, meeting attendance targets, staying within budget, and aligning with the College's mission and strategic goals. The Events Manager reports to the Executive Director of Marketing and Communications.

DUTIES AND RESPONSIBILITIES

1. Work collaboratively with the marketing and communications team and other areas of the College, including, but not limited to, the Foundation, Athletics, Human Resources, and key external partners to develop and execute College events.
2. Manage the coordination, logistics, and execution of key fundraising events for the Gaston College, and lead the development, planning, and comprehensive logistics for all high-level internal and external college special events, including building dedications, groundbreaking ceremonies, dedications, legislative visits, and employee events.
3. Assist the Development Office in developing event strategies tailored to meet college fundraising goals and in identifying potential event and corporate sponsors. Ensure that all contractual benefits (logo placement, recognition, etc.) for sponsors are executed in accordance with the agreements.
4. Serve as the primary lead and point of contact for all event logistics, including identifying and selecting event venues, coordinating catering, audiovisual needs, security, transportation, event staffing, etc.
5. Develop detailed event timelines and calendars to ensure all tasks, assignments, and follow-ups are completed on schedule.
6. Build, manage, and work with committees and internal teams, facilitating planning meetings, preparing agendas, documenting meeting notes, and communicating updates to all stakeholders to ensure successful event planning and execution.
7. Negotiate contracts with external vendors, suppliers, and contractors to secure the best pricing and service, ensuring all contractual and service agreements comply with college standards and are fulfilled.
8. Develop and manage detailed event budgets and monitor expenditures to ensure accuracy. Track and report on event revenue streams, including ticket sales and sponsorship payments. Provide post-event financial reconciliation and analysis.
9. Provide onsite event management and troubleshooting during events to ensure smooth execution, adherence to protocol, and a positive experience for all attendees. This includes managing all aspects of contingency and backup plans if/when needed.
10. Play a key role in assisting with the coordination and logistical support of other major college events (e.g., Commencement/Graduation) ensuring adherence to established protocols.
11. In collaboration with the marketing and communications team, coordinate the development of event marketing materials, manage event registration platforms, and oversee the distribution of invitations, announcements, post-event follow-up and other event communications.
12. Provide guidance and consultation to college personnel and departments on event protocols, planning standards, and best practices.
13. Assist with special projects or other marketing and communications activities, and perform other duties as assigned.
14. Maintain a high standard of professional and ethical practice in representing the College. Maintain confidentiality of applicable information. Demonstrate a thorough knowledge of the field or discipline with continued adherence to professional accountability. Accept responsibility for managing situations and problems. Provide a high level of service to customers by establishing and maintaining effective working relationships and partnerships. Work cooperatively with team members and colleagues, contributing positively and constructively to the achievement of team and College objectives. Adhere to the College’s policies, procedures, and other established guidelines. 

MINIMUM EDUCATION QUALIFICATIONS

• An associate degree from a regionally accredited institution is required. Bachelor’s degree preferred.

MINIMUM EXPERIENCE QUALIFICATIONS

• At least two years of experience in event planning, with a preferred emphasis on revenue-generating/fundraising events. Experience in higher education is beneficial.
• Excellent organizational skills and meticulous attention to detail.
• Strong interpersonal, written, and verbal communication skills, and the ability to collaborate effectively and professionally with others, including donors, senior administration, legislative officials, vendors, faculty, staff, and students.
• Ability to work under pressure, manage multiple projects simultaneously, prioritize workload, and adhere to deadlines.
• Proficiency in Microsoft Office and event/project management software.
• Experience in event budgeting, contract negotiation, sponsorships and fundraising principles preferred.

Physical Requirements

• Generally, works in a traditional climate-controlled office environment that requires the ability to sit for extended periods.
• Some walking, standing, and bending required, and the ability to lift and maneuver items weighing up to 35 pounds. 
• Must be able to travel between campuses and other applicable events.
• Willingness to work flexible hours, including evenings and weekends, as required by event schedules.
• Note: This position is on-site and based at Gaston College’s main campus in Dallas, NC. 

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