Event Planning Associate Jobs in Amherst, MA (NOW HIRING)

Title: Events Manager

Executive Area: Academic Affairs

College/School/MBU: Engineering

Department: Dean - Engineering

Work Location: Amherst

Schedule:Full Time

Work Arrangement:Hybrid

Job Summary

The Events Manager is responsible for the strategic and logistical management of high-profile special meetings and events held by the Riccio College of Engineering (COE). They ensure all events promote a positive image and reflect the brand, values, and culture of the college and university, enhancing its stature and raising its visibility particularly to outside constituents. They provide event planning expertise and oversee details and execution of multiple programs and events simultaneously in a fast-paced environment.

Essential Functions

Develops, implements, and collaborates with others across the college on plans for numerous events, including such complex, large-scale events as the college's Senior Recognition Celebration, Outstanding Alumni Awards (OAA) ceremony, the Graduate Research Symposium, Destination Days, and the Tang Endowed Lecture.
Manages multiple programs and events simultaneously, focusing on strategy, goals, timeline, impact, budget, engagement, and follow-up. Makes recommendations as needed to ensure that the college's mission, goals, and objectives are met.
Creates systems and procedures to enhance and streamline the event management process in the college. Maintains the college's events page. Regularly evaluates the success of events and makes changes as necessary, paying attention to the suggestions of faculty, staff, students, or other event attendees. Generates ideas for new events to help the college meet its strategic goals.
Serves as the on-site production manager at assigned events or activities. Oversees proper event execution, including set-up and breakdown, addressing urgent issues, and creating an intentionally inclusive atmosphere. Ensures that volunteers, student staff, and participants adhere to the event schedule. Works closely with selected vendors to ensure adherence to contractual agreements and the success of event.
Liaises directly with college leadership to ensure proper execution of high-profile college-level events. Scouts and reserves internal and external event space as needed. Ensures proper scheduling and staffing. Oversees the ordering of appropriate food and beverages, paying particular attention to event theme and the dietary needs of the audience. Manages inventory of necessary event supplies.
Schedules and supervises event rehearsals, as needed. Organizes and trains volunteers, faculty, and students to support the execution and success of certain large-scale events. Prepares and disseminates briefings to college leadership and faculty/staff participants on event logistics and their individual role requirements.
Serves as a college resource on proper execution and details of event planning to ensure adherence to established protocols and practices. This includes information on venues, layouts, catering/vendor options. Monitors the condition of college meeting spaces and alerts the building coordinator when repairs are needed or janitorial issues need to be addressed.
Coordinates as needed with campus IT, University Police, Amherst EMTs, UMass Parking Services, and Disability Services to ensure safety and accessibility of events. Obtains necessary permits.
Develops and monitors event budgets. Collaborates with the college's business office on vendor options, contract negotiations, and proper invoicing. Keeps detailed and accurate records of all expenses. Recommends ways to control costs so that each event stays within budget constraints.
Exercises judgment and demonstrates poise in problem solving for unforeseen and undesirable situations that may impact event planning and implementation. Provides legendary hospitality for all stakeholders.

Other Functions

Performs related duties as assigned or required to meet college or university goals and objectives.
Understands responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with university policy.
Contributes toward creating a positive and respectful workplace defined by personal and professional competence, integrity, and collaboration.

Minimum Qualifications

Associate's Degree and at least five (5) years of relevant experience in event planning, event marketing or project management; or a Bachelor's degree and at least three (3) years of relevant experience in event planning, event marketing or project management; or a Master's degree and at least one (1) year of relevant experience in event planning, event marketing or project management.
Proven ability to work cooperatively and effectively with individuals across all levels of the organization and to maintain productive and professional relationships.
Ability to independently set priorities, and plan, organize, or direct multiple, concurrent projects or tasks. Ability to develop and move strategic agendas forward.
Ability to utilize independent judgment and manage sensitive and/or confidential information with discretion.
Strong communication and interpersonal skills. Ability to work well in teams.
Ability to remain calm during during high pressure of an events and during a crisis. Problem solving skills to quickly resolve issues as they occur. Willingness to go beyond the call of duty to ensure guest satisfaction.
Strong computer skills including at least intermediate expertise with: Outlook or Google calendar; Microsoft Word or Google Docs; Microsoft Excel or Google Sheets.

Preferred Qualifications

Experience working within a higher education or non-profit environment.
Experience with marketing events.

Additional Details

Many events involve high impact visitors such as state and federal government officials, university leadership, corporate leaders, or distinguished alumni. Success of these events can have a significant impact on research funding, strategic partnerships, and the future of the College.

Working Conditions

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

Work Schedule and Work Arrangement

Monday - Friday within standard working hours. Some night and weekend hours are required.

This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee's work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the Professional Staff Union, it is subject to the terms and conditions of the Professional Staff Union collective bargaining agreement.

Salary Information

Pay Grade:PSSAP Grade 26

Click here to view the Professional Staff Hiring Ranges.

Special Instructions for Applicants

Along with application, please submit a resume. References will be checked at the finalist stage, please be prepared to provide contact information for three (3) professional references.

This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.