Events and Operations Manager

Events and Operations Manager

The Events & Operations Manager reports directly to the Assistant Vice President of Event Strategy & Management and plays an integral role in managing the logistics and operations for a wide range of college events and conferences. This position is responsible for executing events efficiently and in alignment with the college's values and mission. The manager will work collaboratively with various departments, external vendors, and event organizers to coordinate events, ranging from small internal meetings to large-scale, high-profile occasions.

Key marquee events include New Student Orientation, Homecoming, Christmas Carol Concert,
Family Weekend, Founders Week, Commencement Week, and President's Inauguration. The
Events & Operations Manager will oversee the planning and execution of these events, managing
their smooth execution and reflecting the college's dedication to excellence.

Their ability to align each event with the college's mission and community values will
contribute significantly to the success of this role.

• Leads event execution from start-to-finish, collaborating with cross-functional teams (FMS, STS, Public Safety, Communications, Accounts Payable, Procurement, etc.) to drive seamless coordination of event objectives, onsite management, and vendor relations (catering, entertainment, transportation, contract negotiation, décor, speakers, etc.). Oversee logistics, including venue selection, setup, breakdown, audio-visual/technology needs, signage, crowd control, volunteer management, and event closeout (payment, surveys, etc.), delivering smooth execution in alignment with college policies and standards
• Oversees the registration process, from setup to execution, delivering a seamless and efficient experience for all attendees. Manage attendee communication, registration systems, credentials, and onsite check-in, while addressing any inquiries or issues to maintain high levels of satisfaction and smooth event flow.
• Spearheads the development of comprehensive pre- and post-event report outs, "Know Before You Go" and "Frequently Asked Questions" guides, PowerPoint presentations, speaker itineraries, Smartsheet surveys, Standard Operating Procedures, and Revenue Reports to drive operational excellence and deliver actionable event performance insights.
• Develop Event Functions Sheets and support Event Resumes to include event descriptions, event timelines, outlining schedules for planning, setup, execution, breakdown, staffing, inclement weather contingency plan, and other pertinent details.
• Design event floor plans and layouts in collaboration with internal and external partners to maximize space usage and meet the needs of the event.
• Partners with the Assistant Vice President of Event Strategy & Management to develop and monitor individual event budgets, conducting year-over-year cost comparisons, maintaining cost efficiency and quality, while managing event requirements and vendor negotiations. Deliver successful events on time and within budget.
• Serves as the primary advisor for the Event Operations' registered student organization, the Event Envoys, supports campus engagements, event direction, volunteer requests, and end-of-the-year celebration, and promptly addresses any operational issues that arise.
• Support in managing a team of event coordinators, volunteers, and external contractors to align with event goals, timelines, and organizational standards, driving seamless execution across all stages of event planning and delivery.
• Evaluation, training, and supervision of temporary staff, fostering a culture of effective participation, leadership, and accountability to achieve successful event outcomes.
• Acts as the point of contact for 25Live requests in the absence of the Sr. Administrative Assistant, providing guidance and support for event scheduling and coordination.
• Collaborates with Procurement to assess and vet vendors, discontinue underperforming partnerships, conduct research to recommend new vendors aligned with event needs and manage the procurement of event-related goods and services, including negotiating contracts, maintaining vendor relationships, and securing competitive pricing to optimize cost efficiency and quality.
• Interviews, trains on event operations workflows, and schedules supervises and coordinates a team of student workers to meet event needs and adhere to institutional standards while leading meetings with student leaders to gather feedback and provide continuous guidance.
• Maintains accurate records of event plans, contracts, and post-event evaluations. Collects and analyzes data on event outcomes, providing the Assistant Vice President of Event Strategy and Management with detailed feedback on event success and areas for improvement to drive continuous enhancement.
• Provides support in managing and facilitating the negotiation process for requests for proposals (RFPs), contracts, and other essential documents for major conferences and events, contributing to establishing strategic partnerships and successfully delivering events.
• Promotes and integrates sustainable practices into event planning, such as waste reduction, recycling, and environmentally friendly product usage.
• Drive the strategic alignment of internal and external event requests by partnering with coordinators to assess the internal event calendar, external schedules from surrounding institutions, and city-wide engagements, ensuring optimal resource utilization and seamless scheduling.

• Bachelor's Degree in Event Management, Hospitality, Business Administration, or a related field. and a minimum of 5 years of experience in event operations, event planning, or a related field, preferably in a higher education environment or large institution.

• Must be address challenges during events with a proactive, strategic, and resourceful approach, managing multiple projects in a fast-paced, deadline-driven environment.

• Excellent organizational capabilities, attention to detail, and demonstrated ability to prioritize time to meet deadlines for multiple projects and tasks.

• Utilize high proficiency in event management software, project management, and productivity tools to ensure smooth event execution. (Microsoft Suite, Teams, Banner, Smartsheet, Canva, GivePulse, etc.)

• Leverage strong negotiation and contract management skills.

• Exceptional verbal and written communication abilities.

• Demonstrate a keen eye for detail, creativity, and strong problem-solving skills in event planning and execution.

• Strong supervisory skills.

• Ability to contribute to the development of strategic initiatives and policy formulation.

• Lead student groups and temporary event staff, fostering a collaborative environment.

• Approach challenges with curiosity, resilience, and a growth mindset, embracing new ideas and adapting quickly to change.

• Ability to work independently as well as collaboratively within a team.

Previous experience managing a team and overseeing small and large-scale events is
highly preferred

None

• Ability to stoop, kneel, lift, and carry event materials (up to 25- 50 lbs.) when required.
• Capability to stand, walk, sit, handle office supplies, operate a computer, and manage essential office equipment and other event set-up items for extended periods during event coordination, setup, and execution.
• Required to reach with hands and arms, communicate effectively, and use senses of taste and smell as needed for event tasks, along with vision to perform daily responsibilities effectively.

Days

1% - 25%

Full-time

This position is eligible for a hybrid work arrangement.

Exempt

1

SC0779P

04/21/2025

Yes

Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus.