Advancement Special Events Assistant Director

The Assistant Director of Special Events supports the University of Rochester's advancement operation by independently creating, implementing, and following up on high-end development events and programs, including donor cultivation and recognition events, events with the President and Board, regional activities, and dedications. The role involves coordinating event logistics, managing vendor relationships, overseeing event communications, and executing events across multiple cities, with extensive interaction with high-level administrators, donors, and volunteers. The position requires travel and managing on-site operations to ensure high-quality participant experiences.

Responsibilities

• The Assistant Director of Special Events will support a significant part of the University’s advancement operation. This individual will work independently to create, implement, and follow up on high-end development events and programs, including donor cultivation and recognition events, events with the President and Board, regional activities, and dedications. The Assistant Director is responsible for ensuring that all events meet the highest quality standards.
• The Assistant Director will work cooperatively with colleagues across University Advancement to create and implement events that support the University’s fundraising objectives. These events will take place in Rochester, northern and southern California, and other cities across the country. The person will be responsible for all event details and for reporting their progress to the Executive Director. There will be extensive interaction with high-level University administrators, donors, and volunteers, as well as some informal supervision of support staff who will assist with the registration process and other event-related duties.
• Research and secure venues and vendors.
• Maintain knowledge of venues in various cities.
• Coordinate event logistics and vendor relationships for presidential, Board of Trustees, stewardship, cultivation, and regional events.
• Oversee production of publications and collateral materials.
• Coordinate mailing lists and event marketing.
• Develop and manage event program flow.
• Coordinate speaker participation and prepare briefings for the President, Board members, Deans, faculty, and other senior leaders.
• Travel to events (5–10 trips annually) and manage all on-site logistics and event operations.
• Execute presidential, Board of Trustees, stewardship, cultivation, and regional events to ensure a high-quality participant experience.
• Coordinate with internal and external partners to support successful event delivery.
• Work collaboratively with partners in Alumni Relations and Regional Advancement to oversee the event and engagement strategy for several regions – including northern and southern California, and Chicago. Serve as the Special Events representative on the core regional planning team for each area, provide advice and strategy on which events should take place and which prospects should be engaged, and maintain knowledge of each region and its key prospects.
• Other duties as assigned.

Requirements

• Bachelor's degree and 5 years of relevant experience required
• Or equivalent combination of education and experience

Nice to have

• Outstanding written, verbal, and interpersonal skills preferred
• Strong leadership skills and ability to work independently preferred
• Ability to work collaboratively with various constituent groups, colleagues, volunteers, and campus partners preferred
• Ability to manage large projects; to gather, condense and synthesize information, and the ability to provide accurate analysis and summaries preferred
• Experience with computer technologies, especially Microsoft Excel preferred
• A personal belief in the mission, goals, and objectives of private higher education preferred