Events Manager

Department:

Summary

The Events Manager will work closely with the Director of Strategic Engagement to oversee and organize VCUarts Qatar special events including, but not limited to, Commencement Ceremony, Fashion Show, Qatar Week, bi-annual design conference “Tasmeem”, bi-annual Islamic Art Symposium, and other functions sponsored or approved by the Dean.

Reports to: Director of Strategic Engagement

Major Activities & Essential Functions

  • Plans, manages, oversees, and evaluates VCUarts Qatar events; and Anticipates, develops, and manages multiple timelines to meet the current and future event planning needs of VCUarts Qatar;
  • Ensure the best event management practices are maintained by effectively and efficiently coordinating and executing all logistical and protocol arrangements for official ceremonial and special events, including but not limited to Commencement Ceremony, Fashion Show, Qatar Week, bi-annual design conference Tasmeem, and other functions sponsored or approved by the Dean, by closely collaborating with the department event/project owners and support services such as Facilities for venue set-ups and space planning, catering requirements and scheduling; IT for coordination of AV needs; Communications for the development of event-related materials and publications; Safety & Security for parking and crowd management logistics;
  • Manages and oversees the University’s Master Event Schedule and Event booking tool and disseminates a schedule of events that may be of interest to VCUarts Qatar community,
  • In collaboration with the Director of Strategic Engagement, manages VIP, VVIP, and Protocol Relations
  • Maintains accurate records of all events, including post-event evaluations; Negotiates vendor agreements and manages events budgets; as well as, prepares all necessary Purchase Requisitions and Purchase orders for event-related purchases;
  • Maintains and updates a master contact list of vendors and regional and international suppliers; and conducts site inspections; research and evaluates venues and facilities and makes recommendations to the Director of Strategic Engagement
  • Regularly updates and disseminates information regarding event planning procedures to all relevant VCUarts Qatar community members; and works closely with the Director of Strategic Engagement to collaborate with VCUarts Qatar and VCUArts constituents (e.g. Alumni Relations, Admissions, Student Affairs, Human Resources, Research and Academic Affairs, academic departments, etc.) to develop effective strategies to engage faculty, staff, and alumni in events with regional and international associations, organizations, and initiatives;
  • Aligns all activities with VCU policies and procedures in partnership with the VCU School of the Arts and other VCU offices; as well as, performs duties as assigned by the supervisor.

Qualifications

  • Bachelor’s or Master’s degree in business, sales or marketing, public relations, hotel or hospitality management, or related field, or equivalent combination of education and experience is required;
  • Minimum of five years of work experience with at least three years of relevant progressively responsible experience in events management;
  • Demonstrate outstanding written and verbal English communication skills that will be essential to effectively convey the needs of VCUarts Qatar;
  • Ability to develop and maintain favorable external and internal relationships with the various constituencies of VCUarts Qatar;

Preferred qualifications:

  • Certified Special Events Professional (CSEP) preferred;

Skills & Experience

  • Excellent interpersonal skills and the ability to effectively interact with a diverse range of people in a manner that positively portrays the University and its programs, faculty, students, and goals;
  • Superior proven project management skills; excellent presentation skills; ability to convey complex information in a clear manner to a diverse audience; high attention to detail and a strong sense of aesthetics;
  • Strong computer skills with both PC and MAC platforms and proficiency in Microsoft Word, Excel, PowerPoint, CRM, and at least one project management software and registration software;
  • Experience with project collaboration and working with academic, community, cultural and educational institutions in an inclusive and culturally sensitive manner;
  • Proven customer service sensibility; must be flexible in a fast-paced environment and able to work under deadline pressures;
  • Experience with procurement and purchasing and budget management; quantitative and analytical skills are required in order to follow budgets and to understand contracts;
  • Knowledge of VCUarts Qatar programs, Education City, and the Doha area preferred; Experience working in Doha and/or the Gulf region preferred; and
  • Preferred demonstrated experience working in and fostering a diverse faculty, staff, and student environment

Application Process

Apply for this job online

Review of applicants will begin immediately.