1. Manage event-related logistics for a variety of small and large events for the President's House. Ensure smooth functioning of events through coordinating, researching, negotiating, securing, creating and/or selecting all event logistics including but not limited to- venue, guest list, mailings, print materials, catering, audio/visual, room decor, transportation arrangements, parking, and entertainment.2. Collaborate with director to coordinate all events; also creating, developing, and implementing program content for events as assigned.3. On-site manager and serve as key point of contact for university guests/personnel and other guests. Supervise on-site staff at events.4. Supervise vendors, support staff, and other necessary parties to ensure set-up of event and meeting sites, delivery of materials, adherence to schedules, and comfort of guests.5. Write and/or edit invitation and other event materials as needed and collaborate with graphic designers to produce and deliver materials in accordance with event and budget deadlines.6. Prepare and execute detailed event planning timelines and task lists to effectively track progress of planning requirements. Assist director with material preparation and production for events in conjunction with other university or greater New Haven area stakeholders7. Work as part of a team with the director, event planners, service assistants, and other university stakeholders to facilitate the smooth functioning and strategic goals of the events.8. Work with Facilities to develop and maintain a preventive maintenance schedule for the President's House. Provide local oversight for facilities projects. Proactively communicate with the house staff and review the President's schedule to ensure completion of maintenance needs with limited work disruption. 9. Manage special projects assigned by the director and collaborate with the event planners to successfully complete.10. May perform other projects and duties as assigned as part of the staff of the Office of the President.
Preferred Education: Knowledge of Yale University.
Preferred Education, Experience and Skills: Knowledge of Yale University.
Posting Position Title: Assistant Director, President's House
Required Skill/ability 3:
An outgoing and upbeat nature required to positively interact with the president and spouse, vice presidents, administrators, trustees, donors, faculty, students, and colleagues. Exercising tact, diplomacy, and discretion and maintaining strict confidentiality regarding events, guests, and other related information.
Work Week: Standard (M-F equal number of hours per day)
University Job Title: Assistant Director, President's House and Events
Required Skill/ability 1:
Proven ability with event planning and logistics. Proven ability to prioritize work, multi-task, and meet deadlines using independent judgment in a team-centered, time-constrained environment while exercising complete discretion and maintaining strict confidentiality.
Required Skill/ability 4:
Ability to be proficient in utilizing systems such as Workday, Message System, Qualtrics, FileMaker, Microsoft Office Suite, and Outlook to manage workflow and respond to staff inquiries. Must have knowledge of Zoom Meetings and Zoom Webinar.
Required Skill/ability 2:
Highly developed and demonstrated customer service skills. Proven communication and interpersonal skills. Ability to represent Yale appropriately with prominent guests and Yale officials.
Bachelor's Degree in a related field and four years of related work experience or an equivalent combination of education and experience.
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.