Director, Events Details

Director, Events

Oregon State University Foundation - Corvallis, OR

Employment Type : Full-Time

Position Summary

The OSU Foundation leads fundraising and alumni engagement efforts for Oregon State University. The Foundation’s Marketing and Communications team creates experiences, tells stories and builds communities that inspire alumni, donors and friends to join OSU in making the world a better place.

A key leader on this team, the Director of Events is responsible for the planning, central coordination and execution of a wide range of event experiences for OSU alumni, donors and friends. The organization hosts a number of events, both online and in-person, that advance the university’s brand, inspire philanthropy, express gratitude and drive engagement. The Director of Events reports to the Senior Director of Communications Strategy and supervises the other events team members.

The successful candidate will be required to show proof of being fully vaccinated against COVID-19 prior to the first day of employment.

Work Location

This position is based in Corvallis, Oregon, and works out of the OSU Foundation Corvallis office.

Measures of Success

• Annual engagement goals for events are met or exceeded.
• Participants rate their experiences at events positively as measured in post-event survey feedback.
• The organization’s message platform is conveyed, and the visibility of the organization and the university is elevated, as measured in survey feedback.

Key Partners

• Daily collaboration with the Foundation’s senior leadership team, director of board relations and senior associate executive director of alumni experience.
• Frequent collaboration with the offices of senior university leaders, such as the Office of the President and the Office of the Provost.
• Frequent collaboration with OSU’s University Relations and Marketing team, including the director of university events.
• Frequent collaboration with vendors, including university vendors such as Media Services and external vendors.

Major Duties

Develop plans for events — virtual, hybrid and in-person — and create and implement targeted attendance strategies that ensure the right people hear the right messages through the right experiences to advance the organization’s engagement and communications goals.

Lead kick-off and brainstorming meetings. Develop and implement event production plans and schedules, coordinating with marketing and communications colleagues regarding print and digital collateral. Work closely with communicators to integrate key messaging tailored to event audiences in all collateral and scripting.

Draft Requests for Proposals, oversee competitive bid processes, interview and select vendors and negotiate contracts for transportation, lodging, food, meeting rooms, entertainment, photography, technology, video and other services.

Develop strategic creative briefs that include event agendas, key messages, logistics, themes, attendance strategies, audience follow-up actions and more. Review event plans through one-on-one meetings and group presentations and incorporate feedback into final plans. Manage the briefing process for university leadership for applicable events.

Direct rehearsals and provide event supervision of run-of-show for vendors and speakers.

Collaborate with colleagues to develop and execute post-event communication strategies and calls to action that deepen attendees’ engagement with the university.

Analyze the effectiveness of events compared to goals, with a heightened focus on developing and overseeing a plan to measure the success of the organization’s signature events. Lead debriefing sessions with key constituents. Produce post-event reports for leadership. Apply knowledge gained to future events of similar scope and purpose.

Supervise, lead, develop and mentor a team of professionals; provide regular performance feedback and coaching, develop annual plans with measurable outcomes and accountabilities, conduct performance reviews.

Prepare and monitor event budgets. Produce clear, comprehensive cost analyses of events.

Directly manage a portfolio of events, including events for the Foundation’s Board of Trustees and events hosted by the Foundation’s president and CEO and the university president.

Lead in creating an annual plan for events that advances and complements the organization’s goals.

Proactively explore best practices for event planning, especially in hybrid environments.

Perform other duties as assigned.

Required Knowledge, Skills and Abilities

Knowledge of:

• Principles and practices of events organization and management (virtual, hybrid and in-person)
• Event-specific contracts (caterers, florists, hotel and banquet space)
• Computer software including MS Word, Excel, PowerPoint, database and project tracking programs, Zoom

Proven skill in:

• Management, supervision and leadership
• Written and verbal communication
• Negotiation with vendors, contractors and others
• Setting and managing priorities and planning and organizing
• Budget oversight
• Delivering virtual and hybrid events
• Incorporating technology solutions to event operations (registration, tabling, check-in, coding, etc.)
• Engaging event attendees
• Problem-solving and managing difficult situations

Ability to:

• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement approved recommendations
• Create, execute and meet attendance goals
• Stay current with industry trends and best practices
• Produce clear, concise and accurate management proposals and reports
• Be aware of, control and express one's emotions appropriately, and to handle interpersonal relationships maturely, thoughtfully and empathetically, including the ability to work with individuals from diverse backgrounds
• Excel in a collaborative environment with diverse stakeholders
• Think openly and creatively
• Learn and embrace technology, eventually developing the ability to coach others through using different platforms

Physical work requirements include the ability to stand, sit, talk, hear and use hands and fingers using technical devices; use close vision to do computer work; work effectively within noisy environments; maintain regular, predictable office attendance and work remotely, as permitted; work on weekends, after business operating hours and under strict deadlines; engage in regular and ongoing contact with others (face-to-face, by telephone, online video conference call or otherwise); travel by various modes of transportation sometimes requiring overnight and/or weekend stays.

Minimum Requirements
Bachelor’s degree and five years of progressively responsible experience in event planning and event execution. Education and experience equivalencies will be considered. Must possess a valid Oregon Driver’s License or acquire one upon hire.

OSU Foundation and Alumni Association Core Values
We strive to be one of the best places to work in the country. We know that our success depends in large part on the people who carry out our mission. It’s what we do – and how we do it – that makes the difference. Our core values reflect our approach to work and to each other, and we are committed to conduct consistent with these values.
collaborative · responsible · respectful · inclusive · innovative
To apply: Submit cover letter, résumé and application form.