Director of Special Events (Event Services Leader)
Indiana University

Department

UNIVERSITY EVENTS AND CONFEREN (UA-UECO-IUBLA)

Department Information

University Communications and Marketing, which includes the University Events team, provides strategic leadership to protect, advance, and elevate the university's brand and reputation in Indiana and around the world by creating guiding resources for and collaborating with communications and marketing partners across all IU campuses, schools, departments, and centers. The University Events team strives to create world-class events and experiences for Indiana University.

Job Summary

Department-Specific Responsibilities

• Leads the planning, development, and execution of high profile, university wide events that advance strategic initiatives and institutional priorities on behalf of the President's Office, Bloomington and Indianapolis Chancellor's Offices, IU Foundation, IU Alumni Association, and other University Vice Presidents.
• Serves as the primary event lead for the university's most visible and complex ceremonial and signature events including Commencement, New Student Induction, Honors Convocation, and select additional major or special events providing strategic oversight, cross campus coordination, and end to end leadership from early planning through day of execution.
• Provides leadership across all phases of event planning and delivery, including convening and facilitating planning meetings; developing and managing event budgets; selecting venues; negotiating and supervising vendors; overseeing décor and event design; managing banquet event orders (BEOs); and directing on site logistics.
• Supervises and mentors full time event management staff, event interns, and hourly support personnel; assigns events to full time event managers; and provides coaching, performance feedback, and professional development support.
• Partners closely with the Director of Event Production to design integrated event experiences, align event details with technical and production elements, and execute comprehensive day of run of show plans.
• Collaborates with the Senior Associate Director of Content to plan, research, review, and refine communications materials including news releases, programs, invitations, scripts, advertising, and digital content and coordinates with IU Communications on media relations and press materials as appropriate.
• Manages complex event budgets and procurement processes, including arrangements for lodging, catering, air travel, ground transportation, and supplies; negotiates vendor contracts; coordinates the use of institutional resources; and ensures compliance with university purchasing and contracting requirements.
• Stays current on industry trends, emerging technologies, and best practices in live and ceremonial events, introducing creative and innovative approaches that enhance both new and recurring events while upholding institutional standards.
• Develops benchmarking standards and post event evaluation processes to assess event effectiveness, capture feedback, identify opportunities for improvement, and inform future planning.
  

General Responsibilities

• Provides highest level of operational leadership and coordination of assigned staff members to define event services methodologies and standards; provides direction and guidance on high priority event services projects/initiatives.
• Establishes short-term business plans and long-term operational objectives, including managing project timelines/deliverables and developing resource plans for multi-project/multi-phase event services initiatives.
• Conducts a variety of personnel actions to include, but not limited to hiring, promotion, performance management, and dismissal.
• Manages high level assignments and allocation of event services resources, including negotiating and coordinating initiatives that involve staff in other departments/areas/teams; may coordinate large-scale event services projects with a wide audiences in support of academic initiatives.
• Makes budgetary recommendations/proposals based on resource needs and ensures cost containment.
• Researches and stays up-to-date on new industry event services standards, regulations, and specifications; responsible for the implementation of new protocols/procedures to address business needs.
• Works collaboratively with other event services leaders across departments in recommending standards, best practices, and related policies/procedures.
• Prepares management reports and summaries for senior administration, executive, steering and advisory committees; acts as advisor to executive committees; serves on various university committees, communities of practice, and task forces related to event services.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• Bachelor's degree in business or related field

Preferred

• Master's degree in business or related field

WORK EXPERIENCE

Required

• 4 years in business, conferences, events, customer service, or related field
• 1 year of management experience in related field

Preferred

• 8 years in business, conferences, events, customer service, ore related field
• 4 years of management experience in related field
  

SKILLS

Required

• Proficient communication skills
• Maintains a high degree of professionalism
• Demonstrated time management and priority setting skills
• Demonstrates a high commitment to quality
• Excellent collaboration and team building skills
• Excellent organizational skills
• Effectively coaches and delivers constructive feedback
• Instills commitment to organizational goals
• Demonstrates excellent judgment and decision making skills
• Effective conflict management skills
• Builds and manages effective teams

Preferred

• Microsoft Office with emphasis on Excel
• Familiarity with event scheduling and planning software
• Ability to work independently on multiple simultaneous projects
• Effective budgeting, fiscal planning and oversight skills

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. This role requires long hours for event setup, execution, and tear-down, including nights and weekends. This role requires state-wide and occasionally nation-wide travel to supervise events. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

Bloomington, Indiana or Indianapolis, Indiana

Advertised Salary

$90,000 to $100,000 annually

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Job Classification

Career Level: Sr. Operational

FLSA: Exempt

Job Function: Operations

Job Family: Events

Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.

Contact Us

Request Support
Telephone: 812-856-1234

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