Assistant Director of Development Events and Protocol

POSITION OBJECTIVE

The assistant director of development events and protocol is responsible for executing centralized donor and university events and programs that communicate and celebrate Case Western Reserve University's achievements, priorities, and impact of philanthropy. As the lead, the assistant director is responsible for all aspects of assigned events to include budget/ invoice coordination, preparing presentations, list coordination, managing relationships and overseeing event logistics.

Work involves independent judgments and decisions to implement strategies and tasks necessary to handle all the aspects of the events. Assigned events include receptions, breakfasts, luncheons, dinners, visiting committee meetings, VIP visits, etc. for university-wide engagement events and development programs which increase the visibility of the university's reputation nationally and abroad. Collaborate with campus colleagues to extend the presidential standard of hospitality throughout the university and provide guidance in the support of functions, including university wide events, receptions, ceremonies, and dinners.

This position provides oversight to ensure desired outcomes for all events where the president has a role, with a particular focus on events organized and led by other campus departments.

• Oversee and manage event management and services for assigned university functions for which the president has a significant role to ensure events and programs comply with presidential protocol policies and standards. This includes management of events hosted at the president's residence, Harcourt House. Provide thorough and accurate event briefs, attendance reports, and other supporting documentation from internal and external sources are reviewed, approved, and finalized for the office of the president, within timeline requirements.
  
  Management includes collaborating with university departments and external clients, invitation processing and response tracking, design, audio visual, catering, tenting, floral, music, incentives, setup/load out, valet, and support staff. Maintain accurate records of event expenditures, pay bills in a timely manner, and provide final accounting for all event expenses. Assigned events include celebrations, receptions, luncheons, award ceremonies, Board of Trustees meetings/dinners, presidential dinners, holiday open house, etc.
  
  Interact extensively with trustees, donors, staff, and alumni to develop ideas and initiate collaborative recognition activities. Manage event follow-up including sending thank you notes, recognition items, photographs, and keepsakes as appropriate. Create and implement proposals for alumni and donor follow up and communication on behalf of the president. Manage the university's involvement with identifying, recruiting, and preparing university delegates to represent Case Western Reserve University at official functions when the university president cannot attend.
  
  (50%)
• Manage and execute presidential events and programs at the president's residence at Harcourt House to ensure compliance with presidential protocol policies and standards. Work with the director of events and programs to execute successful events and programs at Harcourt House. (15%)
• Manage donor, staff, faculty, and student campus events and programs hosted by the president and/or provost, in collaboration with various university departments and external clients to ensure seamless execution. Events will be held on campus, Harcourt House, and both nationally and internationally. Provide recommendations for list management, seating strategy, agenda, menu planning, etc. Interact extensively with trustees, donors, staff, and alumni to develop ideas and initiate collaborative recognition activities.
  
  Manage event follow-up including sending thank you notes, follow up materials, appropriate recognition items, photographs, and keepsakes as appropriate. (15%)
• Collaborate with the assistant vice president of donor relations and event, and directors of events and programs to prioritize office's event strategies. Assist the assistant vice president in planning varied and complex alumni, donor and university events and programs hosted by the president, provost, senior vice president for university relations and development, and other constituent groups. Under direction of the assistant vice president, manage the involvement of schools/college and other departments for campus wide events.
  
  (10%)
• Lead the convocation committee as it relates to the campus-wide May convocation event which will serve as the kick-off to commencement. Will work directly with schools and units in planning the celebration activities that surround May Convocation to ensure a memorable experience for graduates and the entire campus community. Managing logistics for the Clap-Out and convocation BBQ which will include scheduling and attending monthly meetings with the commencement office, manage and oversee student…