Manager, Executive Events

Responsibilities

• Leads planning and execution of the full range of high-profile events across both offices, including executive visits and delegations from current and potential partner organizations, symposia, conferences, and workshops, both domestic and international, which regularly engage trustees, senior government officials, senior industry executives, and university leaders.
• Works closely with the Research Strategy and Corporate Engagement teams to understand event and delegation objectives and develops event designs that meet those objectives.
• Coordinates with other University units on event planning and execution, including the Office of the President, Office of the Provost, Deans' offices, Office of University Events and Ceremonies, and others.
• Serves as a point of contact for counterparts in industry, government, and other academic institutions in support of event and delegation coordination.
• Oversees the integration of vendor tasks; tracks and reviews vendor deliverables.
• Manages event logistics end-to-end, including calendaring, materials preparation, presentation support, and attendee communications.
• Executes events on-site, managing real-time coordination and troubleshooting to ensure a smooth and high-quality experience for all attendees.
• Prepares post-event write-ups and captures learnings to inform future event planning and strategy.
• Leads end-to-end planning and execution of inter-office events, including team gatherings, working lunches, workshops, panels, and receptions, partnering with leadership to align format and logistics with event objectives.
• Coordinates special projects as directed by the Corporate Engagement Office and Research Strategy Office leaders.
• Guides research, including vendor selection and contract negotiation.
• Keeps track of all expenses, prepares reports on costs, solves complex problems as they arise.
• Reviews and finalizes the guest lists, assists with mailing invitations and creates complex brochures for the event.
• Implements ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance.
• Performs other related work as needed.

Minimum Qualifications

• Education: Minimum requirements include a college or university degree in related field.
• Work Experience: Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Preferred Competencies

• Exceptional attention to detail and follow-through, with a demonstrated ability to track tasks and ensure completion across all phases of event planning and execution.
• Manage multiple complex priorities simultaneously without losing sight of deadlines, quality, or stakeholder expectations.
• Strong written and oral communication skills, to build relationships and engage effectively with stakeholders at all levels, from administrative staff to trustees, senior executives, and external partners.
• High degree of discretion, tact, and professional judgment when working with sensitive information and engaging senior officials and executive stakeholders.
• Remain calm and solution-oriented under pressure, making sound decisions and troubleshooting challenges in real time.
• Navigate a complex institutional environment, build relationships across offices, and coordinate effectively across governance structures and administrative units.
• Strong grounding in event planning principles, including logistics management, guest experience design, and hospitality best practices across a range of event formats and scales.

Working Conditions

• Hybrid work schedule, which includes in-office presence multiple days a week.
• Use computers extensively throughout the workday, 4 hours or more.
• Stand for 2 to 4 hours.
• Sit for 4 hours or more.
• Use standard office equipment.
• Early mornings, evening, and weekend hours may be required to meet the demands of the event schedule, as well as on-site presence at meetings and events.
• Domestic and international travel to support event execution.