Event Manager

Job Summary

Position Summary

The University of Utah Advancement Team is seeking a dynamic, detail-oriented Event Manager / Event Producer to plan and execute high-impact events that support the University's mission of engagement, philanthropy, and institutional pride. This role is ideal for a professional who thrives in a fast-paced, collaborative environment and is passionate about delivering exceptional guest experiences, client service, and relationship-driven events.

You will lead the planning and execution of a wide range of events—from intimate donor dinners to large-scale campus celebrations—while serving as a key liaison between university leadership, donors, and stakeholders.

Key Responsibilities

Event Planning & Execution

• Plan, coordinate, and execute a portfolio of advancement events, including donor recognition receptions, scholarship and stewardship events, groundbreakings and building dedications, alumni and community engagement events
• Develop event concepts, run-of-show documents, and production timelines
• Ensure events align with institutional goals, brand standards, and donor intent

Guest Relations & Client Services

• Serve as the primary point of contact for internal clients, donors, and VIP guests
• Design and deliver exceptional guest experiences, from invitation to post-event follow-up
• Anticipate guest needs and proactively resolve service issues
• Manage VIP hosting, seating strategies, accessibility accommodations, and personalized touches
• Build strong relationships with stakeholders to ensure high satisfaction and repeat engagement

Logistics & Operations

• Oversee all event logistics including catering, audiovisual, venue setup, transportation, and materials
• Manage vendor sourcing, contracts, and on-site coordination
• Partner with internal teams (communications, development, facilities, public safety)
• Ensure compliance with university policies and risk management standards

Project & Budget Management

• Develop and manage event budgets, timelines, and production schedules
• Track expenses, negotiate vendor pricing, and ensure cost efficiency
• Manage multiple concurrent events with strong attention to detail

On-Site Event Leadership

• Lead event execution on-site, troubleshooting issues in real time
• Supervise staff, volunteers, and vendors
• Ensure seamless flow of programming and high-quality attendee experience

Post-Event Strategy & Reporting

• Prepare post-event reports, including attendance, outcomes, and ROI
• Manage follow-up communications with donors and stakeholders
• Use CRM and event tools to track engagement and outcomes

Minimum Qualifications

• Bachelor's degree or equivalent professional experience
• 3+ years of experience in event planning, hospitality, or client-facing roles
• Proven ability to manage multiple projects in a fast-paced environment
• Strong organizational skills and attention to detail
• Excellent communication, interpersonal, and negotiation skills

Preferred Qualifications

• Experience in higher education, nonprofit, fundraising, or advancement events
• Strong background in guest services, VIP relations, or hospitality management
• Experience working with donors, executives, or high-profile stakeholders
• Familiarity with CRM systems and event management platforms
• Ability to design elevated, memorable guest experiences
• Knowledge of event marketing and communications strategies