Temporary Position: July 9, 2021 – October 15, 2021
Reports To: Director of Alumni Relations
Positions Supervised: N/A
This is a temporary assignment from July 9, 2021 through October 15, 2021. The special events assistant is responsible for managing every facet of organizing and marketing for special meetings and both internal and external events. This position collaborates with university employees, vendors, students and guests to oversee critical events from conception to cleanup. In addition, the special events manager will develop outside relationships to promote Lindenwood facility rental for outside events.
Essential Job Functions and Performance Indicators
The intent of this job description is to provide a representation of the types of duties and level of responsibility that will be required of positions given this title. This job description shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Job Responsibilities and Execution
Helps managing events, including but not limited to budget development and adherence, event design, timeline, event procedures and continuous improvement plans
Researches and analyzes area venues and vendors to ensure competitive services and pricing
Maintains relationships with outside groups to promote university facilities for event rental
Organizes all event details, including: promotional material; invitee and special guest lists; décor, catering, entertainment and equipment; transportation and location; compliance with insurance, legal and health and safety obligations
Serves on the Homecoming and Dark Carnival committees to ensure timelines are being met for those fall events
Helps with alumni events, alumni visits, the alumni engagement platform, and other administrative duties
Establishes and maintains effective relationships with faculty, staff, colleagues, vendors and students and strives to provide legendary hospitality for all stakeholders and event guests
Provides on-site presence and support during events to ensure event coordination and success, proactively handling arising issues and troubleshooting emerging problems
Supports the mission of the university and serves as an ambassador of the Q2 culture of service excellence
Models, supports and holds others accountable to the university’s values – integrity, dedication, excellence, creativity and teamwork
Communication, Teamwork and Collaboration
Collaborates with suppliers, contractors, employees and wait staff to produce seamless events
Interacts collaboratively with university departments to provide leadership and professional expertise and to serve as an event resource for Lindenwood employees
Works with marketing staff to promote and create communications for all Lindenwood events
Collaborates with campus departments to develop a university-wide event calendar
Works with facilities coordinator to reserve venues and to obtain all necessary rental paperwork, including insurance coverage
Interacts with university employees and guests to obtain feedback on venue and event services
Job may require other duties as assigned.
Required Qualifications – An equivalent combination of education, training and experience will be considered. Additional requirements may be designated by position.
Bachelor’s degree in hospitality management or related field
Experience with social media marketing
Knowledge of Microsoft Office Suite, Microsoft Office Teams, and Zoom
Minimum of 2 years’ experience working in event planning preferred
Knowledge, Skills and Abilities – May be representative, but not all inclusive, of the knowledge, skills and abilities necessary to perform this job competently.
Demonstrated ability to work effectively with individuals from diverse communities and cultures
Excellent customer service, sales and interpersonal skills
Ability to remain calm during crisis and through the high pressure of an event in progress
Negotiation skills to influence vendors’ prices
Excellent organizational skills
Problem-solving skills to quickly resolve issues as they occur during events
Ability to manage multiple projects independently
Demonstrated commitment to designing and implementing creative and innovative events
Work Environment – Environmental or atmospheric conditions commonly associated with the performance of this job’s functions.
General office setting
Varied hours, including nights and weekends, based on event schedule and demands
Physical Abilities – The physical demands described below are representative of those that must be met by an employee to successfully perform this job’s essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Ability to work effectively at a computer for up to eight hours daily
Ability to sit for extended periods of time
Regular attendance is a necessary and essential function
Ability to carry up to 20 lbs., set up, work, and break down events
Equal Opportunity Employer
Lindenwood University is an Equal Opportunity employer. The University complies with appropriate federal, state, and local laws and provides equal employment opportunities and access to educational programs without regard to race, color, religion, gender, age, sexual orientation, gender identity, national origin, veteran status, disability, or any other protected status to all qualified applicants and employees. Lindenwood University is committed to a policy of non-discrimination and dedicated to providing a positive discrimination-free educational work environment.
Lindenwood University, often referred to as Lindenwood or LU, is a private, coeducational, liberal arts university located in St. Charles, Missouri. Founded in 1827 by George Sibley and Mary Easton Sibley, it is the second oldest higher-education institution west of the Mississippi River and since 1990 the fastest growing university in the Midwest. The University offers more than 120 undergraduate and graduate degree programs to more than 16,000 students a year through values-centered programs that lead to development of the whole person. Lindenwood is accredited by the Higher Learning Commission of the North Central Association of Colleges and Schools.