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meaningful change in the world. Learn more about
American University
Department:
School of Public Affairs
Time Type:
Full time
Job Type:
Regular
FLSA Status:
Exempt
Work Modality:
Full On Campus Presence
Union:
Excluded
Job Description:
Summary:
The Events Lead is responsible for overseeing and coordinating
events, providing administrative support, and assisting with
marketing and social media for the events, meetings, and
conferences in support of and aligned with the School of Public
Affairs’ strategic goals and mission. They are responsible for
successful project management in events of all sizes. This position
develops and implements concepts, executes, and follows up on all
aspects of programs and events.
The incumbent works collaboratively with administrators and
faculty/staff within SPA, other offices on campus, and external
constituents. The Events Lead is the direct supervisor of the
Events Coordinator and may also manage student workers and other
part time staff as needed to handle logistics related to particular
events.
Essential Functions:
1.) Event Planning
Collaborates with the Dean and the SPA Events team to ensure events align with the School of Public Affairs’ vision and strategic goals. Leads the planning process by managing date selection, conducting site visits and venue research, reserving rooms and accommodations, facilitating planning meetings, developing budgets, coordinating contracts, and creating contingency plans. Oversees coordination of catering, IT, A/V, photography, videography, and printed materials. Works closely with…
speakers and VIPs during the planning phase to confirm logistics and expectations. Creates timelines, checklists, and production schedules that detail all event activities.
2.) Event Implementation
- Handles the effective execution of events, programs, and
activities from setup through wrap-up. Manages day-of logistics,
including vendor coordination, on-site troubleshooting, A/V and IT
support, catering execution, and guest services. Oversees agenda
delivery, speaker support, managing registration, and time
management during the event. Ensures smooth event close-out,
including budget reconciliation, reporting, and post-event
evaluations.
3.) Event Technology Support
- Serve as the SPA administrator for the SPA Swoogo event
management software. Provide technical support for in-person,
virtual, and hybrid events to ensure seamless delivery. Coordinates
A/V needs including microphones, projectors, video recording,
livestreaming, and presentation displays. Serves as the point of
contact for IT support and works with the Director of Technology to
confirm equipment setup, connectivity, and compatibility. For
virtual and hybrid events, manages platform selection, setup, and
troubleshooting (e.g., Zoom, Teams, webinar tools), supports
speaker tech checks, and oversees live moderation. Ensures
recordings and digital assets are archived and shared appropriately
post-event.
4.) Staff Management
- Supervises and coordinates the work of the Event Coordinator
and all part-time employees. Responsibilities include interviewing,
training employees; planning, assigning, and directing work;
appraising performance; addressing complaints and resolving
problems.
5.) Budget Management
- Manages event-related budgets from initial planning through
reconciliation. Works with the Dean, SPA Events team, and other
stakeholders to establish budget projections for each event or
program. Tracks expenses and ensures spending aligns with approved
budgets, financial policies, and university guidelines. Coordinates
vendor payments, purchase orders, and contract processing in
collaboration with finance and procurement teams. Maintains
accurate records of expenditures and supports financial reporting,
reimbursement processing, and post-event budget reconciliation.
Work with the Asst. Dean for Budget and Administration for any
events requiring the collection of fees to ensure all revenue is
appropriately collected and reconciled.
6.) Event Marketing
- Coordinates with colleagues in SPA Marketing and Communications
to outline promotion plans for assigned events. The Events Lead
uses Swoogo event management software, as well as collateral
material related to events and their promotion.
7.) Other Duties as Assigned
Supervisory Responsibility:
- The incumbent is the direct supervisor of the Events
Coordinator and may also manage student workers and other part time
staff needed to handle logistics related to particular
events.
Position Type/Expected Hours of Work:
- Full-time.
- 35 hours per week.
- Must be available to work evenings and occasional
weekends.
- Hours for this salaried position are not regular and require a
flexible approach to accommodate events and deadlines.
- This position works fully on-campus.
Salary Range:
- $70,000.00 - $85,000.00 annually.
Required Education and Experience:
- Bachelor's degree or equivalent in training and
experience.
- 5 - 8 years experience in event management and execution or the
equivalent in education and experience required.
- 3 - 4 years experience managing internal and external events,
coordinating logistics, and marketing events to stakeholders in a
year-round, complex, ambiguous environment with an extremely high
volume.
- 1 - 3 years supervisory experience required.
- Strong knowledge of event planning, logistics, budgeting, and
marketing required.
- Demonstrated ability to manage multiple events at various
stages simultaneously required.
- Familiarity with event industry trends, terminology, and
systems required.
- Experienced in Zoom webinar and meeting tools required.
Preferred Education and Experience:
- Understanding of alumni relations, development, and/or special
event programming preferred.
Travel Required:
- Some travel to off-site event locations may be required.
Additional Eligibility Qualifications:
- Must have excellent customer service and communication skills
across diverse audiences.
- Must have meticulous attention to detail and strong
organizational abilities.
- Proven ability to work independently and collaboratively within
teams.
- Must be able to accommodate a flexible schedule for event
needs, including evenings and weekends.
- Must be comfortable navigating organizational change and
growth.
- Proficient in Microsoft Office (Word, Excel, PowerPoint) and
social media platforms (Twitter, Facebook, Instagram,
LinkedIn).
- Must have a professional demeanor and collaborative approach
with cross-functional teams and external partners.
Benefits
AU offers a competitive benefits package.
Click here to learn about American University's unique benefit
options .
Other Details
- Hiring offers for this position are contingent on successful
completion of a background check.
- Employees in staff positions at American University must
deliver their services to the university from either the District
of Columbia, Maryland, or Virginia, or perform work on-site at the
university.
- Please note this job announcement is not designed to cover or
contain a comprehensive listing of activities, duties or
responsibilities that are required of the employee for this job.
Duties, responsibilities, and activities may change at any time
with or without notice.
- American University is an
E-Verify employer.
Current American University Employees
American University current employees must apply through their
employee Workday account. If you are a current employee at American
University, please log into Workday and select the Find Jobs report
which will take you to our internal career listings.
Contact Us
For more information or assistance with the American University
careers site, email
theworkline@american.edu
.
American University is an equal opportunity, affirmative action
institution that operates in compliance with applicable laws and
regulations. The university does not discriminate on the basis of
race, color, national origin, religion, sex (including pregnancy),
age, sexual orientation, disability, marital status, personal
appearance, gender identity and expression, family
responsibilities, political affiliation, source of income, veteran
status, an individual’s genetic information or any other bases
under federal or local laws (collectively "Protected Bases") in its
programs and activities.
