General DescriptionIn partnership with the Career Center Leadership team, the Events Planner is responsible for conceiving, planning, designing, and executing all development events for the Homewood Career Center in order to promote and advance the center's priorities and support the center's mission to connect employers and students.
Event Planning and Coordination (80%)
- Identify the ultimate goal and various parameters for between 30- 50 events each year, including employer treks and the career center's flagship Blue Jay Jobs Career Fair. Provide post-event analysis and recommendations.
- Manage payment process for career fairs and with vendors, such as bus services, hotels, etc.
- Oversee logistics for each event. Request and confirm rooms, AV, employer deliveries, etc. related to information sessions, career fairs, and Career Academy events.
- Proactively communicate with internal service centers and external vendors, as well as manage information up and consult with Career Center leadership throughout the planning and execution of events.
- Develop and maintain annual events calendar and budget to advance the mission of the external affairs team and the Career Academies.
- Independently evaluate and select budget appropriate vendors for each event, and negotiate terms of agreements including signatures from all involved parties.
- Develop invitation lists for each event, consulting team when appropriate.
- Send invitations, organize RSVP's, schedule and coordinate all aspects of meetings involving Career
- Academy stakeholders and Alumni Advisory Board.
- In collaboration with the Marketing Specialist, draft language for invitations, event programs, and other event mailings and work with internal staff and/or outside vendors as necessary to produce high-quality printed materials.
- Independently monitor that events are being executed according to the pre-approved budget.
- Communicate unanticipated expenses and cost savings throughout the year to the executive director and leadership team.
- Build and foster productive working relationships with service providers. Regularly evaluate the quality of all vendors and acknowledge their participation through letters and personal calls.
- Serve as an expert in the use of Handshake, as it relates to career fair and other events. Oversee the entry and maintenance of all aspects of each event and sub-session(s) within the events module.
University Representation (20%)
- Represent the University and the Career Center through frequent and varied interaction with volunteer leadership including Board of Trustees, $1 million donors and other alumni, as well as vice presidents, deans, department chairs, faculty, staff, and vendors.
- Anticipate guest needs through superior planning and work proactively to ensure that all guests receive the appropriate level of service that will advance the office's ultimate goals.
- Oversee the resolution of all guest questions and complaints.
Internal and external contacts required as part of the job:
- Negotiate/Influence: Vendors and service providers.
- Confer with faculty, donors at all levels, and employers who serve as Career Academy Stakeholders and Advisory Board members.
- Other duties as assigned.