The Event Specialist is part of the Owen Graduate School of Management at Vanderbilt University and is a key individual contributor responsible for organizing and executing on campus and off campus events for the school. Reporting directly to the Chief of Staff, the Event Specialist is a critical partner to constituents across Owen, including but not limited to multiple student recruiting and admissions teams, career management center, office of the dean, student affairs, and those leading annual programs such as Student Orientation, Welcome Weekend and Accelerator.
The Event Specialist is responsible for over 100 major on campus and off campus events that take place locally and around the world. He or she is responsible for all operational activities before, during and after events. This includes prioritization of time and resources as a resolution to potentially competing events. The Event Specialist conducts administrative duties and has primary responsibility for event setup, onsite support and break down after an event. In addition, the Event Specialist overseas and maintains the calendar of events, negotiates vendor contracts, initiates payments, tracks expenses against budgets, facilitates feedback sessions with clients, and submits expense reports for approval of charges.
The Owen Graduate School of Management (OGSM) is a professional school at Vanderbilt University, located in Nashville, Tennessee. Our size and focus allow us to interact with students, faculty, alumni, and recruiters as individuals so that we can better understand and help each achieve their goals. This is how we build our culture - one that is collaborative. We are intensely and proudly competitive with the best. But we also shape leaders who understand that collaboration is essential in today's connected economy. We develop businesspeople who can lead and manage change, drawing not only on what they learn here about business but also what they learn about themselves.
Duties and Responsibilities
Works closely with internal and external event planning committees and client groups to set overall strategy, define event goals, outline objectives, discuss opportunities for innovation, and document specific implementation plans.
Leverages knowledge of industry best practices and knowledge gained through interactions with individual client groups in order to develop a comprehensive event strategy.
Defines and measures key success metrics for events and communicates the results as part of an overall post-event analysis.
Presents post-event analysis, including a budget recap during client feedback sessions, and then incorporates feedback into future plans.
Negotiates agreements and solidifies contracts with outside providers and subcontractors to ensure lowest cost and highest quality of service.
Uses software systems to create event request forms, to create post-event feedback surveys, and to design event orders and diagrams.
Oversees calendar of events, recognizes potential conflicts, and communicates a prioritization of time and resources as a resolution to competing events.
Ensures compliance with legal, health and safety, and university-specific standards.
Serves as subject matter expert within the Owen Community and communicates and coordinates with other departments to maximize effectiveness of the Owen facility and event goals.
Bachelor's degree with knowledge of marketing, operations and/or budget management is required
Meetings or event planning certification is a plus
Minimum 3 years Event Management experience required; hospitality, restaurant or business school industry experience is a plus
Ability to stand for prolonged periods and ability to withstand physical exertion in lifting and moving moderately heavy objects up to 40 pounds is required
Excellent attention to detail
Excellent written and oral communication skills
Intermediate Microsoft Word and Microsoft Excel skills
Excellent project management skills
Experience using CRM systems, especially Social Tables, is preferred
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Internal Number: 10000949
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.