Job ID: 173706

Assistant Director of Presidential Events

University at Buffalo, The State University of New York

  • Dec. 1, 2021
  • Assistant Director of Presidential Events
  • OTP Administrative Operations
  • University at Buffalo, The State University of New York
    Buffalo, NY
  • Open until filled
  • Available immediately
  • Associate/Assistant Director
  • Administrative Support/Services

Position Summary
The Office of the President is seeking a skilled professional to manage and plan a wide range of presidential events that build and enhance positive relationships with the university’s many diverse constituents for the Office of the President. The position requires sound judgment, flexibility, and accommodation of changing priorities. Duties and responsibilities are executed with a minimum of direction. The nature of the issues the incumbent works with and the publics the incumbent deals with require that this individual be discreet, diplomatic, and sensitive to confidentiality. An ideal candidate for this position is detail oriented, organized, able to juggle the competing needs of all stakeholders, work in a fast-paced environment and manage multiple priorities. Working outside normal business hours frequently required.

Manage all aspects of planning and executing presidential and university-wide events host by the president and/or his spouse such as small donor dinners, athletic events, speaker events, large receptions and dinners, international dignitary visits, commencements, building openings, and other events. Specific duties include, but are not limited to, guest list strategy, invitation design and distribution, promotion and marking of event, arcuate and timely event responses, event venue and physical set up configuration, program logistics, catering, entertainment, photography, and decorations.
┬ĚServe as staff presence at the majority of presidential events, providing high-end hospitality to guests including alumni and donors, community and business leaders, university senior leadership, students, and government official to ensure efficacy of event program and fulfil the needs of stakeholders. Non-standard hours, i.e., night and weekend hours, are a routine requirement for this position.
Implement updates and upkeep to presidential venues, as directed, with attention to the functional usage of the space, with particular consideration for issues regarding management of the president’s residence, presidents football suite, and various other meeting and event spaces coordinated by the office. Develop and employ event assessment tools to maximize efficiency of future event planning and ensure unparallelly guest experience. Collaborate with staff in university offices, especially University Advancement, the Office of the Provost, Communications, Three Pillars Catering, International Education, Athletics, University Facilities, and others to ensure the successful implementation of presidential events. Manage all catering needs for university and presidential events. Provide open and detailed communication with the Three Pillars Catering team throughout the event planning process so they are prepared and the event needs are properly conveyed in a timely manner. Communicate and consult with the president’s spouse in the planning and implementation of presidential events. Recruit, interview, hire, train, and supervise the student assistant employee team who staff the reception desk of the university administration. Manage the operations of the front desk including overseeing all student tasks: receptionist coverage (serving as back-up as needed), answering all incoming calls and ensuring calls are referred appropriately, providing hospitality to all guests, troubleshooting complaints from various groups with immediate, empathetic, and confidential action, and managing the scheduling of the public meetings rooms maintained by the office. Represent the Director of University and Presidential Events, as needed, in university and external meetings and communications.

Outstanding Benefits Package
Working at UB comes with benefits that exceed salary alone. There are personal rewards including comprehensive health and retirement plan options. We also focus on creating and sustaining a healthy mix of work, personal and academic pursuit – all in an effort to support your work-life effectiveness. Visit our benefits website to learn about our benefit packages.

About UB
The University at Buffalo is SUNY’s most comprehensive public research university, and an outstanding place to work. UB amplifies ambition for faculty and staff by offering endless possibilities to achieve more. Here, people from all backgrounds and cultures challenge and inspire each other to discover, learn and succeed. Dedicated staff and engaged faculty collaborate to further knowledge and understanding, and develop tenacious graduates who are valued for their talents and their impact on global society. Visit our website to learn more about the University at Buffalo.

University at Buffalo is an affirmative action/equal opportunity employer and, in keeping with our commitment, welcomes all to apply including veterans and individuals with disabilities.
Minimum Qualifications
Bachelor’s degree. Two years of progressively responsible experience in planning and implementing events and project management Required skills and abilities include excellent verbal and written communication skills, social interaction skills, attention to detail, creativity, teamwork, problem solving, and knowledge of social protocol. Must have an awareness and understanding of the multiple and diverse constituencies with which the university interacts, and the importance of appropriate cultivation and stewardship of those relationships.

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