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Job Description Summary

Job Description

Essential Functions:

• Serves as a strategic thinking partner with Unit and Regional teams to develop experiences and events in support of University Advancement (UA) projects and initiatives.

• Partners with Associate Vice President, Individual Development and Regional Engagement, to assess and recommend experiential and event opportunities within metroclusters.

• Evaluates requests for partnership; oversees calendar of planned and forecasted events to assess capacity and strategy to make determinations about resource allocation.

• In partnership with Associate Vice President, Donor Experience, develops and maintains Event Guide to ensure consistent practices across UA.

• Imagines creative, thoughtful experiences with an orientation toward exceptional hospitality.

• Plans and executes events both in Winston-Salem and in targeted metropolitan areas across the country.

• Collaborates with Advancement partners to develop data-driven invitation lists and event messaging materials and language.

• Plans and manages program outline development, program content, speakers, and scripts for all assigned events. Coordinates audio-visual and print assets as needed.

• Responsible for event location identification, rental orders, floral arrangements, linen selection, invitations, responses, catering, menu planning, seating assignments, space reservations, parking, security, audio/visual arrangements, budget reporting and coordination of event set-up/strike with all vendors.

• Initiates development of event safety plans in partnership with the University's emergency management team.

• Oversees the development of complex travel itineraries when groups of leaders are traveling.

• Creates and ensures timely delivery of event briefings to Wake Forest University Administrators, including President's Office, Trustees, Senior Leadership, Volunteers, etc.

• Oversees event budgets and ensures events are kept within scope.

• Secures vendor contracts for necessary services.

• Tracks projects in project management tool; uses existing templates and creates new ones based on experience to ensure efficient processes with scalable outcomes.

• In partnership with Coordinator, responsible for internal facilities work orders, transportation and parking requests, security requests, and catering orders.

• Contributes to a transparent and equitable organizational culture where ethical policies and practices are understood and lived out by all staff.

• Have a passion for leadership, character, and workplace diversity, equity and inclusion.

• Have high standards for your work and are proud to contribute to a mission-driven organization.

• Get excited about the prospect of joining a team that is making a difference in people's lives every day.

Required Education, Knowledge, Skills, Abilities:

• Bachelor's degree and a minimum of five years of direct experience with professional event planning, logistics and/or hospitality.

• Knowledge of event planning strategies, processes, and resources.

• Ability to manage multiple, complex projects concurrently, superior time management and project management skills.

• Ability to be nimble and gracious in the face of changing priorities.

• Service-oriented; delights in providing exceptional service to others.

• Ability to create a shared vision among those with differing opinions and perspectives.

• Excellent interpersonal and communication skills, both verbally and written, with a broad range of internal and external constituents.

• Exceptional organizational skills.

• Superior judgment, a strong work ethic, and a keen attention to detail while seeing the big picture.

• Resourceful problem-solver.

• Comfortable being part of a team that largely works behind the scenes.

• Self-starter; ability to think independently and anticipate next steps.

• Ability to maintain confidentiality.

• Proficiency in Google Suite, Microsoft Office Suite.

• Comfortable being part of a team that largely works behind the scenes.

• Ability to learn and use customer relationship management systems (Blackbaud CRM preferred), document imaging systems, ClickUp project management system, and event registration systems; develop/refine skills as needed.

• Ability to answer moderately complex questions. Proactively seeks additional information to perform assigned duties.

• Ability to work evenings and weekends as required.

• Ability to travel locally and nationally as necessary.

• Ability to perform moderate physical work; ability to exert up to 50 pounds of force occasionally and/or a negligible amount of force frequently and constantly to move objects.

• Ability to meet the requirements of the University's automobile insurance policy.

• Respect for the dignity and abilities of all people.

• Commitment to the mission and values of University Advancement and a commitment to equity, particularly racial equity, with a willingness to proactively learn about it and integrate it into all aspects of the work.

• Ability to maintain confidentiality pertaining to information contained in donor records and system data.

Preferred Education, Knowledge, Skills, Abilities:

• Understanding of protocol and etiquette standards.

• Ability to make decisions on sensitive, confidential issues to ensure positive outcomes for Wake Forest University.

• Previous experience in event management, project or logistics management, or academic (higher educational fundraising) environment.

• Familiarity with project management tools and concepts.

Accountabilities:

• Responsible for own work only.

• Supervisors Assistant Director, Donor Events.

• May supervise a student worker.

Physical Requirements and Environmental Conditions:

Sedentary work primarily involving sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned. Remaining in a stationary position, often standing or sitting for prolonged periods. Moving about to accomplish tasks or moving from one worksite to another. Operating motor vehicles or heavy equipment. Medium work that includes moving objects up to 50 pounds. No adverse environmental conditions expected; however, may need to execute events in outdoor elements such as precipitation and wind.

Note: This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee's supervisor.

To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply.

Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.

Additional Job Description

In University Advancement, we believe in equity, not just equality. We understand that in order to develop a fully engaged constituency; individuals must receive equitable treatment instead of equal treatment. Establishing equality means treating everyone the same. Equity necessitates transforming our community to meet the needs, interests and cultural norms of our University Advancement staff.

Don't meet every single requirement? Studies have shown that women and people of color are less likely to apply for jobs unless they meet all requirements listed in the job description. In University Advancement at Wake Forest University, we are dedicated to building a diverse, inclusive and authentic workplace. If this role appeals to you, but your past experience doesn't align perfectly with every qualification on the job description, we encourage you to apply. You may be just the right candidate for this or other roles.

Time Type Requirement

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

WakeForestseeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate.In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on thebasis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran statusandencourages qualified candidates across all group demographics to apply.