Department: Buffett Inst Global Affairs Salary/Grade: EXS/8
Northwestern Buffett Institute seeks an Associate Director of Events as a member of the central administrative team. The Associate Director will organize and execute all administrative and operational aspects of Northwestern Buffett events, and collaborate with internal and external stakeholders to accomplish strategic activities and event goals. Event/programs are designed to strategically identify and cultivate prospects, students, alumni and faculty in meaningful ways. This position also liaises with the Office of Alumni Relations and Development to provide support to ARD for the sustainment of positive relationships with donors and friends.
Manages and implements strategic events and programs for Northwestern Buffett. Reviews, plans, meets with senior leadership personnel and key faculty and staff to organize, coordinate, plan and execute event logistics.
Provides counsel and advice to annual programs and events to enhance and achieve strategic objectives.
Recommends changes & improvements to maximize & ensure most effective & efficient use of revenue streams in regards to program &/or event operations.
Gathers data to support ARD in the cultivation and stewardship of potential and current donor relationships.
Includes briefing key partners on event specifics and timelines.
Involves moderate level of collaboration with external contacts and vendors.
A few key partnerships and work involved includes: Buffett affiliates/centers; Meridian members; Buffett partners; Buffett boards and governing groups.
Involves moderate- to-high-level of collaboration with both internal department partners and moderate level of collaboration with broader University partners to identify & integrate resources in order to accomplish strategic goals & objectives.
Prospects & Gifts
Works with the Office of Alumni Relations and Development to provide content and data for the stewardship of donors.
Assists with volunteer management, including generating reports and lists, coordinating updates, and other scheduled communications.
Implements training opportunities both in-person & virtually designed to meet the needs of entry level to advanced volunteer leaders in locations around the world.
Manages 1 or more portions of programs &/or events which may include coordinating with leaders on interests in theme, timing, venue, speakers, etc.
Works with Buffett Communications team to develop materials such as programs, posters, invitations, etc.
Works with Buffett Communications team to market & promote events using advertising, broadcast email, websites, social media, etc.
Works with other admin team members to schedule and track details, such as budget, attendance, venue, space, caterers, musicians, photographers, audiovisual and technical requirements, name-tags, etc.
Manages all aspects of event details and programming across Buffett units, including alumni, workshops, educational meetings, conferences, etc. This includes directing the planning and arrangement of meetings, workshops, events, promotion; agendas/programs, presentations, itineraries, materials, gifts, etc.
Collaborates with the Office of the President and the Office of the Provost on events, scheduling activities, events and/or programs to increase engagement and raise visibility of Northwestern Buffett;
Executes a successful/smooth event for Incubation Summit Workshops, Board meetings, etc.;
Creates event materials, including programs, plans, summaries and other collateral materials
Works with ARD to develop donor thank you notes for Associate Provost, and thank you notes for monthly gifts
Supports Northwestern Buffett administrative needs for development activity; including drafting correspondence and presentations. Attend meetings with ARD and with Buffett senior leadership as directed.
Coordinates staff for event logistical support (IT, venue, etc.) as needed.
Documents results, impact and response levels; measures impact of strategic events with key stakeholders;
Relays all alumni and potential donor contact from director to ARD for tracking in databases.
Reviews use of database and recommends changes to create a system of prompts and reminders to ensure timely and appropriate activity.
Obtains information for stewardship reports drafted by ARD to individual donors of endowed funds, major capital gifts, key corporations, foundations, Board of Trustees members, etc.
Manages other correspondence as needed including items such as acknowledgment letters, holiday cards, and gift selection.
May work with ARD to secure donor recognition items.
Implements, tracks & administers approved budget for events and designated programs, including donor engagement activities;
May supervise 1-2 staff &/or provide work direction.
May provide training to staff within or outside of immediate dept or division in regard to function.
Performs other duties as assigned.
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
4 years development, marketing, events, communications or the equivalent experience is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Superior communications skills – both written and oral, are required.
Experience coordinating events for higher education audiences.
Experience with donor stewardship.
Experience leading team of staff in coordination of complex or large scale event.
Experience working or studying abroad; OR significant experience working with people from countries outside the U.S
Preferred Competencies: (Skills, knowledge, and abilities)
Knowledge of etiquette and protocols relating to international audiences.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 37492
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.