Job Description

Event Planner

Summary: Serves senior-level administration with planning, execution, and management of campus events for which the Office of University Events has primary responsibility.

Essential Functions:

Oversees event execution for University strategic events, to include menu planning, rental orders, dcor, invitations, responses, seating assignments, briefings and coordination of services. Responsible for guest's experience and safety. Dedicated to maintaining the highest level of professional event production.

Oversees event communication and briefings to Wake Forest University Administrators including President's Office, Trustees, Senior Leadership, and distinguished guests.

Develops strategic event concepts to achieve University Event's goals, builds audience databases and executes program content in collaboration with all University experts.

Oversees budgets, requests for proposals, and negotiates vendor contracts for necessary services.

Implements and partners with event team for campus-wide events including, but not limited to, Commencement, Convocations and other University Events.

Manages and ensures that event processes are utilized for each event planned/generated by the Office of University Events and University Marketing and Communications. Directs the organization and inventory systems within the event department.

Supports the event policy and procedures which impact Wake Forest Facilities and Safety committees. Procurement and annual reporting lead of all internal facilities work orders, transportation and parking requests, security requests, and catering orders for all University Events.

Attends university events sponsored and/or supported by the University Events office and performs duties as assigned.

Contributes to the University Marketing and Communications team as a creative partner and logistical lead on event projects.

Required Education, Knowledge, Skills, Abilities:

• Bachelor's degree plus five years of direct experience with professional event production or marketing.
• Knowledge of event planning strategies, processes, and available resources.
• Ability to master University policies, practices and procedures.
• Ability to communicate effectively, both verbally and in writing in a diverse community.
• Ability to organize and lead university committees or cross-disciplined teams while maintaining a professional demeanor and generating confidence.
• Ability to prioritize multiple projects while under pressure and with demanding deadlines.
• Exceptional organizational skills, a detailed manager and a resourceful problem-solver.
• Self-motivated, proactive and committed to continuous improvement
• Ability to maintain confidentiality in all matters.

• Proficiency in Word, Excel, Google, and CVENT and other relevant software.
• Ability to work evenings and weekends as required.
• Should be able to meet the requirements of the university's automobile insurance.

Preferred Education, Knowledge, Skills, Abilities:

• Experience in an academic setting.
• Understanding of protocol and etiquette standards.
• Ability to make decisions on sensitive, confidential issues to ensure positive outcomes for Wake Forest University.

Accountabilities:

• Responsible for own work.

Physical Requirements and Environmental Conditions:

Sedentary work primarily involving sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned. Moving about to accomplish tasks or moving from one worksite to another. Adjusting or moving objects up to 50 pounds in all directions. Medium work that includes moving objects up to 50 pounds. No adverse environmental conditions expected.

Note: This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee's supervisor.

Additional Job Description:

Time Type Requirement: Full time

Note to Applicant: This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement: The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.

Accommodations for Applicants: If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.edu or (336) 758-4700.

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