Event manager

General StatementPresident’s Office staff are involved in complex and varied activities serving Montana State University’s broad and vital constituent base.In addition, the staff works to support the President’s initiatives and to assist the University’s mission of integrating learning, discovery and engagement through the planning and logistical support of events, conferences, meetings and activities hosted by the Office of the President.This includes large community events hosted by the campus, including guest speakers, Board of Regents meetings, and special ceremonies. Duties and Responsibilities• Organizing, managing, developing, promoting, facilitating and coordinating events; Duties include : Primary point of contact for constituentsResearch and reserving space across campus and off-campusWorking within State, Foundation and other budgetsReviewing and executing vendor contracts• Communicating regularly with community vendors, including hotel accommodations and Audio-Visual equipment professionals.• Onsite event management, including after-hours events.• Will meet regularly with the President regarding event preferences.• Will lead events committees (10+ campus and community representatives).• Has budgetary control, developing and tracking events budgets throughout entire planning process.• Creating marketing plans, as well as overseeing the execution of all marketing materials, advertisements and visual communications.• Designing the artistic and logistical plans of all events, including set-up / layout, florals, catering, visual materials, etc.• Overseeing timelines and supervising activities to ensure all contractual obligations are met.• Serving as the event liaison providing guidance and information to attendees; and ensuring a high standard of quality client / customer satisfaction is achieved;the scope of this position impacts the public image of MSU and the President through the organizational success of various public events.• Provide intermittent administrative support to the President, Assistant to the President and Office Manager.• Actively contribute to the success of the Office of the President, while performing other duties as needed in support of the Strategic Plan.Required Qualifications Experience, Education, Knowledge & Skills• Demonstrated experience in event management.• Work experience within a complex, fast-paced professional office, including progressively responsible experience with a customer service focus.• Demonstrated experience dealing with diverse groups of individuals and situations with a high degree of tact and diplomacy.• Demonstrated experience progressing multiple simultaneous projects, working efficiently under pressure and managing conflicting priorities.• Communicate and interact professionally, via both spoken and written word, with university administration, faculty, staff, student, public, state, national and international officials, alumni, donors and friends of Montana State University.Preferred Qualifications Experience, Education, Knowledge & Skills• Demonstrated budget development skills.The Successful Candidate Will• Refined proofreading and editorial skills.• Strong attention to detail and effective time management skills.• Ability to have a flexible work schedule.• Experience managing online invitation systems.• Demonstrated successful experience handling confidential information.• Demonstrated competence in Microsoft Office software and standard office equipment.• Able to exercise sound judgment and establish effective relationships with all levels of the organization.• Be flexible and work productively as a member of a team.• Be confident and competent in oral communications with fellow employees and the public in person, over the telephone and electronically.• Have refined organizational and time management skills.Position Special Requirements / Additional InformationWill require some evening and weekend duties based upon event scheduleThis job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job.Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.Physical Demands This position may transport up to 30 lbs. while ascending / descending stairs and needs to be able to remain stationary for extended periods of time.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations.The requirements listed above are representative of the knowledge, skill, and / or ability required. This position has supervisory duties? NoLast updated : 2024-09-15