GSM Program Representative

EVENTS SPEC 2

Under general supervision of the Events Manager, collaborate with units across the Graduate School of Management to develop, coordinate and execute programs and events geared to students, alumni, executives and other stakeholders. Provide event support for faculty conferences, donor stewardship activities, speaker events, advisory council meetings, commencement, social functions and various other events. Produce events that are consistent with the high standards of a professional school and deliver excellent customer service.

35% Event Design and Development

  • Work collaboratively to design and develop high-quality events that are essential to building and maintaining a positive perception of the School.
  • Liaise with unit staff to assess the needs of each event, understand event objectives, and make recommendations.
  • Develop budgets for events.
  • Identify business service needs, including purchase orders, vendor agreements, and facilities’ rental agreements.
  • Scout potential locations and vendors.
  • Design the operational component of programs and events, including identifying the program theme, decor, catering, entertainment, transportation, location, invitee list, special guests, and audio visual equipment.
  • Schedule and participate in pre-event meetings and walk-throughs.
  • Assume primary and independent planning responsibility for small-scale events.
  • As part of a team under the direction of the Events Manager, assume responsibility for portions of larger events.

20% Event Marketing and Communication 

  • Work collaboratively with unit staff to create print and digital marketing for events.
  • Design invitations and digital event registration pages that are consistent with the event theme and School and University standards.
  • Manage the event registration or RSVP process through appropriately timed followed up and response to inquiries from invitees.
  • Provide background information to staff in order to draft talking points or speeches.
  • Collect information about participants such as bios, photos, and company logos for use in event marketing or meeting materials.
  • Work with marketing and communications staff to post events on the School website. Proofread and edit all print and digital materials.

35% Event Management

  • Oversee all aspects of event execution from pre-event preparations and set up through post-event wrap up.
  • Facilitate logistics for events, including contract negotiations, guest lists, venue preparation, presentation materials, security, catering, entertainment, transportation, equipment, and décor.
  • Coordinate and oversee vendors.
  • Monitor and verify expenditures to ensure that expenditures do not exceed budget parameters.
  • Ensure compliance with insurance, legal, health and safety obligations.
  • Specify staff requirements and coordinate their activities.
  • Proactively handle any arising issues and troubleshoot any emerging problems on the event day.
  • Provide in-person staffing for the duration of events.

10% Event Evaluation and Consultation 

  • Conduct pre- and post-event evaluations and report on outcomes.
  • Use tools such as surveys, attendance records, and best practices benchmarks to determine methods to improve event execution.
  • Develop recommendations for the Events Manager regarding which programs work well, which need improvement and how to improve.
  • Identify new event opportunities or opportunities for School units to collaborate on events.
  • Develop financial reports to determine if events stay within budget and identify opportunities for cost-savings.
  • Evaluate products and services provided by vendors and make recommendations as to preferred vendors.
  • Consult with unit staff and provide guidance on limited scale issues, such providing guidance on entertainment policy.
  • Provide feedback and periodic reports to unit staff throughout the event process.

Minimum Qualifications

  • Experience with and knowledge of concepts, principles and practices of event planning and production.
  • Organizational and time management skills, including skill in effectively coordinating and organizing multiple details and ability to manage competing priorities and tight deadlines.
  • Interpersonal communication skills and political acumen, including skill in effectively representing the School and the University to its stakeholders.
  • Decision-making and problem-solving skills to recognize and deal effectively with real and potential problem areas.
  • Knowledge and skill to effectively and efficiently use Microsoft Office, including Word, Outlook, PowerPoint and Excel.

Preferred Qualifications

  • Experience planning and coordinating academic or corporate programs, meetings, special events, ceremonies and conferences
  • Experience using Aggie Travel, Aventri, and Eventbrite.
  • Working knowledge of the campus resources and policies, especially those related to travel and entertainment and procurement.

Work Environment 

Work in shared office space with constant telephone and in-person interruptions.

Work overtime, early mornings, evenings and weekends to meet operational needs.