The Assistant Director of Events and Programming is responsible for planning a range of events for the Office of the President and College Relations, and reports to the Director of Events & Programming. Event responsibilities will vary but will primarily focus on events hosted by the Office of the President, particularly those events taking place at the President’s House and boards and councils within College Relations (Alumni Association Board, Davidson Arts & Creative Engagement, etc.). This position will also assist the President’s Office as needed with campus initiatives such as Staff Appreciation Day and holiday gatherings. The Assistant Director will be responsible for coordinating, creating and planning all logistics, and must have the ability to manage multiple projects at one time, work independently and pay strong attention to details in order to represent Davidson College at the highest level possible.
Coordinate in-person and occasional hybrid events, arranging for event needs and working closely with on- and off-campus vendors (including, but not limited to, linen rental companies, florists, caterers/dining services, tech services, campus police and physical plant).
Collaborate with staff in the Office of President to successfully execute events hosted in the President’s House, such as pre-lecture dinners, faculty receptions, student celebrations.
Assist with campus initiatives and events planned by the President’s Office as needed.
Maintain an inventory of event needs in the President’s home, working with campus partners as necessary to ensure events hosted in the President’s home are of high quality and that we have access to the necessary resources to do so.
Develop and document a formal process for hosting events in the President’s home, including a request process, planning timelines, appropriate setup times & logistics in the home, access to areas of the home, coordination with the President and president’s family.
Serve as designated campus contact for questions related to events in the President’s home, consulting with groups as necessary to ensure events are of the quality expected.
Partner with the Director of Events & Programming to develop a formal process for tracking and approving use of the President’s home for events.
Partner with College Relations colleagues to coordinate all logistics for meetings and special events hosted for the following boards and councils:
Alumni Association Board
Davidson Arts & Creative Engagement
Arts Collection Advisory Committee
Others as deemed necessary
For all assigned events, this position will be the primary point person, making independent decisions to arrange event logistics and programming and staffing.
Responsible for building, managing and tracking all expenses and revenues to fit within the event budget.
Build and manage online registration forms in the college database.
Create and monitor communication timelines based on varying event schedules. Draft, build, test and send event emails (invitations, reminders, day before/of and follow ups) in the college database (CRM).
Collaborate with the OEP team to develop creative event themes and logistics.
Position requires evening and weekend work to manage events.
Bachelor’s degree or relevant experience.
2 years of event management experience.
Must have proficiency in Microsoft Word, Excel and PowerPoint.
Must be able to problem solve as challenges arise, keeping what is best for Davidson and the event guests in mind.
Must be willing to learn Davidson College’s database and marketing system (Blackbaud) and Google Suites, EMS booking system. Training on the college’s software systems will be provided.
Ability to lift 20+ pounds, to move boxes and supplies, be able to travel between locations on campus on foot or on golf cart, and willingness to be outside in various weather conditions.
Valid driver’s license required.
Desired Skills & Abilities
Exceptional project management and time management skills: highly organized and results-driven, and accountable with the ability to handle high pressure, last-minute, urgent requests.
Exceptional attention to detail.
Demonstrated ability to maintain composure in high-stress situations requiring sound decision-making.
Excellent oral and written communication skills.
Strong editorial skills. Needs to be able to both write and edit effectively and efficiently.
Strong interpersonal skills; Positive attitude and sense of humor; excellent internal and external customer service.
Demonstrates strong critical thinking skills and solution-orientation approach to challenges.
Ability to manage a high volume of projects simultaneously and smoothly.
Innovative problem solver, possesses a “can-do” attitude, tendency to take initiative with new projects.
Ability to understand and appreciate big-picture program development. Well-developed leadership ability, strong organizational skills, and self-motivation.
Familiarity with Adobe creative programs such as Photoshop, Premiere, InDesign, Illustrator, Publisher, and mass email systems (with HTML).
Experience working with various event planning programs (Social Tables, All Seated, etc.)
Davidson College seeks out intellectually curious students who are committed to developing their talents for lives of leadership and service.Small classes enable our renowned faculty to work closely with students, engaging them directly in original research and creative work across the arts, sciences, social sciences, and humanities. In the classroom and beyond, Davidson cultivates students' compassion, creativity, resilience, and moral courage.