| The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. |
University Advancement is committed to creating an environment of inclusiveness where every person feels welcomed and valued. We believe that attracting and retaining diverse staff is crucial to serving the communities where our employees and students work and live.
University Advancement has an outstanding opportunity for an Event Production Manager.This individual will be responsible for providing professional planning, management and administration for events aimed at the University's key audiences -- alumni, donors, community leaders, faculty, staff, students, and the general public. This position will provide event project work and management including program development and evaluation, for events hosted specifically to enhance personal relationships, goodwill and private and public support for the University, its departments and programs.
Duties & Responsibilities:
Provide professional management and execution of events, including high- level university wide and community events, cultivation and stewardship events, and high-touch dinners. These events could include - but are not limited to - private dinners at the President's Residence, Presidential Football events, Awards of Excellence Ceremony, Annual Recognition Gala, The President's Club Reception, and the Costco Scholarship Breakfast.
Provide project management for events on behalf of the University Marketing & Communication team. Lead project meetings, create and manage timelines, utilize ProofHub (internal project management tool) to track projects, provide updates to internal stakeholders.
Manage all supporting event logistics to include budget, timeline, collaborating and identifying appropriate constituencies for guest lists and subsequent RSVP lists, coordinating transportation/parking and security issues, selecting menus and dcor, negotiating and retaining caterers and other vendors.
Identify, select and assist in the negotiations with vendors and suppliers to provide goods and services for each event. Finalize and execute negotiated contracts as authorized.
Attend site visits; work with outside vendors and internal departments to assist in securing event logistics such as catering, parking, entertainment, and photography.
Assist in set-up of events, setting up sandwich boards, directional signs, delivery and set-up of materials and dcor. On event days, assist with registration, staffing orientation, and event set- up and break-down (placement of signage, easels, banner stands, centerpieces, etc.).
Production Management and Support
Provide production management and support for the team's largest events, including Annual Recognition Gala, President's Club Reception, W Day and Veteran's Day.
Recruit and manage teams of production assistants.
Develop design concepts and mood boards.
Develop and manage load-in/out schedules, full-production schedules and project sheets, and staffing/volunteer plans.
Manage large-scale builds for outdoor/indoor events providing site management for large-scale events and coordinating technical needs.
Project Work and Administration
Manage key projects within large-scale events.
Manage RFP and proposal process.
Provide administrative support and team infrastructure including procedures manual, toolkits, calendaring, file management, research, proofreading.
Effectively manage the procurement and maintenance of event supplies, equipment and other event necessities.
| Bachelor's degree in marketing, events, or related field and three years' experience in event management or related field. Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree. |
Effective communications: Expresses oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc.
Interpersonal Awareness: Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results.
Professional Credibility: Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision and values of the organization.
Critical Thinking: Obtains, analyzes and evaluates information effectively in the face of ambiguity. Makes appropriate decisions based on relevant information and experience.
Ethics and Trust: Models and upholds the values of candor, openness, inclusiveness and honesty despite internal and external pressures. Acts consistently with Washington State ethical guidelines and organizational core values and beliefs.
Valuing Diversity & Inclusiveness: Respects, values and contributes to the UW's commitment to inclusiveness and diversity.
Organizational Planning: Develops and manages comprehensive team goals and measures team progress while balancing short-term and long-term priorities that are consistent with the organization's mission, priorities and goals.
Managing Conflict: Recognizes and addresses conflicts and disagreements in a safe and respectful environment, manages conflicts collaboratively, and builds consensus with the best interests of the organization in mind.