Job Summary

The purpose of Advancement and Alumni Relations (AAR) is to foster a thriving and engaged community of support for Caltech. By connecting the people who share and support Caltech’s mission and values, we will ensure the Institute receives the necessary resources to achieve Caltech’s aspirations and sustain its excellence in teaching, research, and scholarship in perpetuity. AAR team members embrace and uphold the values of diversity, integrity, respect, focus, and pride.

Reporting to the director of events, the events manager will assist the director in planning, coordinating, promoting, and facilitating donor activities and events in collaboration with AAR partners. Events may include groundbreakings and building dedications, donor relations luncheons and dinners, conferences, and numerous other events in support of AAR's development and constituent engagement goals, both on-campus and at off-site locations.

Job Duties

• Work collaboratively with advancement events team members to support AAR events. In total, the team includes an events coordinator, two events managers, and a director of events
• Initiate and lead meetings with stakeholders to plan the scope and format of events, establish and monitor budgets, and /or review administrative procedures and event progress
• Serve as project leader on specific events, coordinating with teams that plan, implement, and manage all aspects of the event. Teams may include individual and institutional giving, advancement communications, campaign operations, president’s events team, external vendors, and others
• Responsible for budget planning and management, venue management and equipment, and facilities management for specific events
• Negotiate terms and conditions with vendors to minimize liability and risks, manage contract procedures, order supplies, and audiovisual equipment
• Coordinate on-site production and serve as liaison with vendors
• Conceive and arrange for appropriate event décor that meets the quality expectations of the AAR partner
• Research and provide recommendations for potential event locations and evaluate alternatives. Secure venue holds and reservations
• Oversee development of invitation strategy including invitation design and content, execution and distribution, RSVP management and follow up, and any other pre- and post-event communications
• Manage the production of nametags, programs, materials, gifts, registration lists, seating cards, and other event materials
• Prepare documents and close out of events with internal project management systems
• Coordinate with the Events Management team in the Office of the President on events involving the President and Caltech trustees, as appropriate. When necessary, coordinate with the offices of other senior leadership across campus on event participation
• Oversee staff, students, volunteers, and contingent event staff as assigned
• Assist other Institute staff, as needed, with campus-wide events, such as commencement and inauguration events
• Other duties as assigned

Basic Qualifications

• Bachelor's Degree or equivalent experience with a minimum of 4 years of related work experience required
• Full scope event planning and management experience: from catering and menu recommendations, securing event locations, vendor oversight, and budget management to the development of event collateral (invitation, program, menu, signage, etc.), logistics and general operations, on-site management, and event follow-up
• Commitment to professionalism with ability to work effectively under pressure
• Detail-oriented with exceptional organizational skills; ability to collaborate and work effectively across AAR
• Strong computer skills, specifically with Microsoft Office 365 suite
• Demonstrated success managing event teams, developing budgets, and meeting budget goals
• Excellent project management skills. Manage complex timelines and multiple projects
• Excellent interpersonal skills. Communicate effectively and efficiently with co-workers and constituents. High emotional intelligence
• Exceptional time-management skills. Work with various Institute constituencies to prioritize and resolve competing goals and objectives
• Desire to participate in a fast-paced environment while maintaining a sense of humor and creativity. Work evenings and weekends. May require travel
• Proven success with independently managing a portfolio of events of various sizes and scopes at any one time while meeting aggressive deadlines
• Commitment to organizational values. Practice tactful, discrete and diplomatic behavior. Ability to deal sensitively with confidential information

Preferred Qualifications

• Experience with Adobe InDesign, Advance, Social Tables, or comparable event management tools
• Previous work experience in a higher education, development and/or volunteer organization
• Interest and/or passion for science and technology

Required Documents

Resume
Cover Letter