Special Events Manager

The Special Events Manager will serve as lead for planning and executing special events across campus, and occasionally at off-site locations, including, but not limited to, academic events such as Commencement and Student Check-ins, corporate events, executive and employee events, non-sports camps, and other special events as they arise. This role will also assist in the planning and execution of high-profile student engagement events such as Homecoming and Prom. The Campus Special Events Manager will be responsible for leading and supervising other Campus Special Events team members.

Key Responsibilities:

Work collaboratively with internal departments to plan, execute, and wrap-up each event, with an emphasis on quality, strategic expense management, and continual elevation and improvement
Execute events with high-level standard of excellence and customization, building out timelines, agendas, and activities for groups that create unrivaled experiences
Follow standard operating procedures and best practices in project management to clearly delegate tasks, adhere to timelines, and ensure all resources are secured
Provide leadership, coaching, and management to other department members, such as Coordinators, Assistants, Part Time Crew, and Interns to maximize their effectiveness and help them develop and grow professionally.
Partner with Academics and Student Engagement to plan IMG Academy Student & Parent related events (ex: Commencement, Commitment Ceremony, Check-in, etc.)
Craft event orders, itineraries, maps, RACI forms, project trackers and other event paperwork as needed
Oversee venue setups, including seating, Audiovisual equipment, décor, and rental items
Support business development team with the execution of corporate sponsorships and IMG Academy business partners’ activations
Facilitate internal communication between Group & Team Sales, Food & Beverage, Sponsorship, Marketing, Corporate Communications, and Transportation teams to streamline processes and work collectively to execute event experiences
Work cross departmentally to assist with IMGA owned events, team training and 3rd party as directed
Work with Accounting department to manage budgeting and finance processes for each event, including performing financial reconciliations, processing invoices, budget reviews, and purchase orders
Research and secure vendors by event needs, using comparative shopping to maximize ROI and value
Perform record keeping tasks and create recap documents for each event
Monitor industry best practices in events and hospitality to understand current trends and elevate experiences
Perform other duties as assigned

Qualifications:

Bachelor’s degree in Business, Marketing, Hospitality, or a related field required.
Minimum of 3 years of experience in event planning and management.
Demonstrated ability to manage budgets and follow financial controls.
Experience supervising or coordinating staff and vendors.
Highly motivated self-starter with strong initiative and accountability.
Excellent organizational and time-management skills with the ability to adapt to changing priorities and meet deadlines.
Proven ability to collaborate effectively with diverse teams, executives, vendors, and external partners.
Strategic thinker capable of learning existing processes and identifying opportunities for improvement.
Strong written and verbal communication skills with the ability to present information to a variety of audiences.
Comfortable learning and using multiple digital platforms, including hotel management systems, SAP, and venue scheduling tools.

Preferred:

Experience managing and planning experiences for an array of corporate clients

Physical Demands and Work Environment:

Ability to lift, move, push, and pull equipment or boxes in excess of 40lbs.
Ability to perform the physical aspects of event set up, tear down and execution
Should be able to handle outdoor temperatures for a reasonable period of time
Must be able to move around campus which includes gym, turf, fields, etc.
Ability to work flexible hours to include nights, weekends and holidays is required