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Position Detail - Associate Director, Event Services

Associate Director, Event Services

Apply now Job no: 493243
Work type: Staff Full-time
Location: South Hadley, MA
Categories: Event Planning

Position Type: Staff Full-time

Hours per week: 40   

Weeks per year: 52

Work Schedule: varies 

Department Summary & Job Purpose:

Oversee the external and internal client relations/retention and sales and marketing efforts for both the Event Services (ES) Office and the Willits-Hallowell Conference Center. Responsible for the management of the ES Office, Willits-Hallowell Center rooms dept. staff and is the primary contact for high-level external organizations and individuals utilizing the ES/Willits-Hallowell Center. Develops and maintains strategic alliances and effective working relationships with internal and external clients and campus service providers to ensure the highest customer service standards are met.

 

Core Job Duties and Responsibilities: 

  • Plan and execute sales & marketing efforts promoting the services of the Willits-Hallowell Center and Conference & Event Services to maximize revenue opportunities.
  • Leads and manages the ES office and WHC rooms dept. to include the planning and execution of summer conference programs, institutional high-profile events, internal/external programs, wedding ceremonies, and special events throughout the year.
  • Oversee or prepare and distribute appropriate documentation, including banquet event orders, contracts, floor plans, and invoices. Manage contracts, deposits, and insurance requirements for meetings/conferences as needed.
  • Assigns the coordination of event details among the CES staff, conducts client tours as needed, and maintains continuous communication with the Catering Manager and culinary and service staff regarding customer requirements and to ensure that guest expectations are met and exceeded.
  • Serves as the manager on duty at assigned campus events and wedding ceremonies or in the absence of the Catering Manager at the conference center.
  • Responsible as the initial contact for high-level internal and external organizations and individuals utilizing ES and the Willits-Hallowell Center.
  • In conjunction with the Director of Auxiliary Services develops and maintains policies and operational standards to provide the highest levels of customer service and the campus EMS systems.
  • Responsible for content and updates of the Willits-Hallowell Center Event Services promotional materials, social media, and websites including Search Engine Optimization.
  • Assist with the development and implementation of the Event Services budget and pricing strategies.
  • Oversee the management, training, evaluation, and direction of ES professional staff and WHC Rooms Dept.
  • Assist with the WHC building service order needs, overnight rooms maintenance, renovations, and upgrades
  • Manage and monitor details of events including facilities set-up, cleanliness, equipment, media needs, food service, and accommodations for CES and the Willits-Hallowell Center, as needed.
  • Develop and maintain solid working relationships with all service providers.
  • Manages and maintains the campus Event Management Systems (EMS) and Delphi, including the training of new users on the EMS/Delphi platforms.
  • Meet regularly with LITS support staff to manage software upgrades to keep technology current. Test and implement software upgrades, installations, and integrations for all EMS/ Delphi software platforms.
  • Work with the Office of the Registrar to coordinate procedures for the use of classroom space and the academic import utility component of EMS.
  • Serve as an approachable and creative resource for student organizations, college departments, external organizations, and individuals.
  • Hold regular staff meetings to review new policies, service standards, special events, etc. for departments supervised.
  • Serve on committees and attend cross-departmental meetings, as needed.
  • Other duties as assigned by Director.

Qualifications: 

  • Bachelor’s degree and a minimum of 5 or more year’s conferencing and event planning experience in a management capacity.
  • Strong knowledge of event management and Microsoft Office Suite software.
  • Experience with current sales and marketing strategies is required and experience with website development and social media.
  • Strong leadership, planning, communication, and interpersonal skills.
  • Highly organized and detail orientated.
  • Ability to work nights, weekends, and holidays as needed.

Preferred Qualifications:

License/Certifications: TIPS, ServeSafe and Meeting Management Certificate

Compliance Requirements: 

Physical Demands: 

Working Conditions:   

Background Checks:

Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified employees that will allow all of its students, faculty, staff and those associated with them to successfully carry out the mission of the college. As a condition of employment, the College will conduct appropriate background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver Credential) are completed and utilized in the hiring process and Five College Office of Compliance and Risk Management as the office responsible for facilitating background checks as articulated in this policy.

Special Instructions for Applicants: 

Apply online; application materials must include:

  1. A cover letter summarizing interests and qualifications
  2. A complete resume or curriculum vitae
  3. Contact information for 3 professional references

Mount Holyoke College is a women’s college that is gender diverse. The College is committed to providing equal access and opportunity in employment and education to all employees and students. In compliance with state and federal law, Mount Holyoke College does not discriminate on the basis of race, ethnicity, color, genetic information, sex, national or ethnic origin, religion, age, physical or mental disability, marital status, sexual orientation, pregnancy, gender identity or expression, ancestry, veteran or military status, or any other legally protected status under federal, state or local law. The College does not discriminate on the basis of gender in the recruitment and admission of students to its graduate program.

Mount Holyoke College is an Equal Opportunity Employer. 

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