Manager of Events - Association of Former Students of Texas A & M Univ : Job Details

Job Type Full-timeDescriptionOur vision is simple, yet bold: The Association of Former Students will be the premier alumni organization. We are seeking an individual to join a highly motivated team in furthering this vision through events hosted by The Association and in the Clayton W. Williams, Jr. Alumni Center. While fostering our team culture in line with The Association's Team Expectations and Texas A&M's core values, the ideal candidate will be someone who demonstrates skill in and devotion to (i) exhibiting a high-level of organization to effectively manage multiple efforts at a time, (ii) developing and fostering trusted relationships with team members and guests to The Association, (ii) serving as a professional ambassador for The Association and Texas A&M, and (iv) having a strong intrinsic motivation for the betterment of both self and team. The Manager of Events will manage events for The Association of Former Students to include, but not limited to, external events hosted in the Clayton W. Williams, Jr. Alumni Center, meetings of The Association staff, Sul Ross Group Reunion, 50th Class Year Reunion, Gathright Excellence Award, Buck Weirus Spirit Award events, Class Reunions (general), the Traveling Aggies Expo, and Young Alumni and Constituent Network events. This position is directly responsible for Distinguished Alumni Gala registration and assists the Director of Events with Board and Leadership Council Meetings and vendor relations for the Distinguished Alumni Gala. The Manager of Events will travel to assist the Director of Events as needed for the 3Q Board Meeting & Strategic Leadership Retreat and for Aggies on the Hill. NOTE TO APPLICANTS: An application must be completed in its entirety in a single session. The software will not allow an applicant to save their information and return later to complete the application. Please have all materials on hand before starting the application so that you do not lose your work. DUTIES Provides coordination and consultation for, but not limited to, the following: External events hosted in the Clayton W. Williams, Jr. Alumni Center, meetings of The Association staff, Sul Ross Group Reunion, 50th Class Year Reunion, Gathright Excellence Award, Buck Weirus Spirit Award events, Class Reunions (general), the Traveling Aggies Expo, Young Alumni and Constituent Network events as well as other events as appropriate, ensuring that all events meet or exceed The Association of Former Students' expected premier standards:

• Manages event logistics for the above events, as well as other events as appropriate, to include, but not limited to: securing appropriate event space; coordinating vendors; managing catering; securing outside equipment rentals; coordinating security, custodial and landscape services; setting up and tearing down all in-house equipment and dcor; coordinating audio/visual needs; and managing event layout and flow during the event itself.
• As appropriate and in coordination with The Association's various programing departments, manages the lending of Event equipment for appropriate Club, Constituent Network, Class, Student Organization and Texas A&M and A&M System events.
• Works closely with internal departments to identify the key programmatic elements and develop a timeline for internal events.
• Supports the Director of Events in defining event goals, objectives and specific implementation plans that promote Texas A&M University's core values.
• Assists in the supervision, direction and coordination of activities of staff, volunteers and vendors as required to successfully execute all aspects of the event.
• Monitors progress of registration compared to revenue goals and adjusts plans as appropriate to create revenue and attendance projections for internal events.
• Assists in the determination of fiscal requirements and budgetary recommendations for each event.
• Serves as the liaison between the Events team and the entity hosting the event in the Williams Alumni Center, or as appropriate with Classes, Clubs and Constituent Networks, offsite.
• Works closely with the Director of Events and hosting department as appropriate to establish staff and volunteer schedules, task assignments, event set up and equipment allocation to ensure conformance with event objectives and goals.
• Collaborates with Facilities, Information Technology, Marketing and Communications, Information Systems and other appropriate teams to provide a premier experience for all events.

Collaborates with the Director Events and Coordinator of Events to perform administrative duties related to rentable spaces in the Clayton W. Williams, Jr. Alumni Center:

• Assists in maintaining the calendar of events and implements a system that enables and anticipates long-term planning and effective event management for all internal and external meetings, conferences and events.
• Assists in the management of relationships and bidding processes to ensure excellent service and most efficient cost for goods and services.
• Manages all in-house dcor, specialty dcor and table arrangements for events held in the Clayton W. Williams, Jr. Alumni Center.

Manages and supervises the Events On-call Student Assistants, to include:

• Hiring and training of Events On-Call Student Assistants, including onboarding in regard to Event Team processes, spaces and expectations.
• Scheduling the On-Call Student Assistants appropriately to ensure that set-up, tear down and event assistance is executed in a timely and professional manner.
• Provides supervision to all students during events. Conducts the annual performance appraisal for each On-Call Student Assistant.
• Provides continued communication and professional development opportunities.
• Coordinates monthly team building activities for Events Team.
• Tracks all mandatory hours.
• Schedules and programs two semester trainings, orientation and review of expectations and semester plans.

Performs administrative duties related to events, including completion of relevant forms and maintenance of event-related databases.

• Assists in the development, confirmation and execution of all necessary pre-event details and follow-up with hosting department, external client groups and event vendors.
• Works with the Director of Events to communicate and collaborate with Association Accounting staff for appropriate billing.
• Provide post-event analysis, budget recaps and participant feedback for each event and incorporate learning into future plans.
• Manages registration for all guests attending the Distinguished Alumni Gala to include creating the guest list, mailing the save-the-date cards and invitations, table placement and communication with all 900+ guests.

Participates in and provides input on various Association-wide activities:

• Actively contributes toward efforts to achieve our culture, engagement, and fundraising goals.
• Provides on-site event support for Board and Leadership Council meetings.
• Participates on internal event teams and task committees.
• Participates in Association events, including Aggie Muster, Aggie Ring Day, All-Aggie Grad Party, All-Aggie Hullabaloo, Distinguished Alumni Gala, Reunions, Pass It Back Day, Thank an Ag Day, gameday receptions, and others as required.

Serves as an ambassador for The Association:

• Meets our Team Expectations.
• Supports The Association's marketing, communications, and branding initiatives.
• Fosters relationships with students, former students, faculty, staff, and friends of Texas A&M.
• Attends external events in support of the Vice President for Engagement or on behalf of The Association, as directed.

Other duties as assigned: This description of expected duties is neither all-inclusive nor permanent. Employees may be required to take on different or additional duties without notice. TEAM EXPECTATIONS The Association of Former Students is a team, and each member of the team is important to the overall success of the organization. To achieve our goals and mission, each team member will:

• Display a positive, customer-focused attitude and treat all individuals with courtesy and respect.
• Manage each customer experience with the highest level of service and enthusiasm. Seek opportunities to exceed expectations and develop lasting relationships.
• Make innovative contributions by proactively challenging current practices and suggesting and implementing improvements.
• Contribute to our team environment by being a productive, supportive and reliable teammate. Take responsibility for their actions and the outcomes produced.
• Lead with a positive example and in doing so, inspire others to fulfill the expectations of our team.

RequirementsKNOWLEDGE, SKILLS & ABILITIES Required: Sound judgment and utmost discretion. Proven ability to creatively adjust to rapidly changing situations and problem solve with a positive attitude under pressure. Exceptional and proven organizational, planning and project management skills. Extremely detail oriented. Excellent oral and written communication skills, along with exceptional proofreading skills. Ability to work independently as well as with a high-functioning team in an ever-changing and multi-tasking environment with numerous deadlines. Effective time management skills. Ability to handle multiple projects with deadlines. Ability to develop long-lasting and professional relationships and interact with current and former students of all generations. Proficiency with standard office equipment and software. Advanced software skills, including Microsoft Word, Excel and PowerPoint. Preferred: Working knowledge of EMS Enterprise software package or familiarity with event management systems. An understanding of event trends, floral design and event choreography. Working knowledge of standard audio/visual equipment. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions . OTHER REQUIREMENTS Strong commitment to the vision and mission of The Association of Former Students, with the ability and desire to advocate for the organization and Texas A&M University. High energy level, intrinsic motivation, and a strong desire for learning and growth. Enthusiasm for working with current and former students of Texas A&M and for fostering their connection to The Association of Former Students. Professional attire and behavior. Ability to interact comfortably with high-profile former students and customers. Ability to sit at a desk and work on a computer for prolonged periods. Ability to stand for long periods, move quickly, and carry objects up to 50 pounds when needed at events. Outgoing personality with a positive and friendly attitude. Texas driver's license and ability to safely operate a motor vehicle, including on out-of-town business trips. Availability to work irregular and extended hours, including many evenings and weekends and some holidays, in support of Association events and to travel for Association business, including occasional overnight stays. EDUCATION, TRAINING & EXPERIENCE Required: Bachelor's degree. Minimum of four years professional experience. Experience coordinating and managing events, volunteers, staff and teams. Preferred: Bachelor's degree in Event Management; Tourism Sciences; Hotel Restaurant Management; Hospitality; Recreation, Parks, and Tourism Science; or Horticulture. Graduate of Texas A&M University. Certified Meeting Professional designation. Relevant experience with an understanding of the Texas A&M campus and facilities organizations; marketing and media relations experience; knowledge of graphics, web and print communications. Experience leading groups and running meetings. SUPERVISION Received: Director of Events. Given: Events On-Call Student Assistants.