"Events Manager, Law School-Events & Space Management"

Overview

The Events Manager will support the Yale Law School community with planning and executing a range of high quality programs and events, including conferences, symposia, lectures, and social gatherings. The Events Manager serves as the Commencement Coordinator for the Law School, and manages all aspects of planning, from inception to completion, ensuring smooth operations and exceptional experiences for attendees. The Events Manager reports to the Sr. Associate Director - Event Operations & Venue Services and works closely with other units throughout the Law School and University.

Principal Responsibilities

• Serve as Yale Law School Commencement Coordinator for the Yale University. Commencement ceremony. Manage all aspects of the Yale Law School Diploma Ceremony, strictly adhering to budgets, supplier timelines, and other internal & external constraints.
• Lead planning of all events managed by the office of Events and Space Management.
• Maintains list of best practices and preferred vendors in Confluence for Law School event planners. Regularly updates this information to stay current.
• Ensure consistent, quality branding of materials, service and execution of events. Reviews/refreshes and maintains all best practices and procedures surrounding YLS events.
• Provides support to YLS community for event questions.
• Assist with budget creation for conferences and events hosted by the Law School.
• Oversees all event logistics, vendor selection and management, and successful day-of-event management for assigned conferences and events.
• Manages follow-up and debrief process and meetings after each event.
• Supervises staff, student employees, or volunteers for major event execution.
• May perform other duties as assigned.

Required Skills and Abilities

1. Demonstrated experience in event planning and project management. Advanced knowledge of current best practices in event planning, including design, organization and production of both small and complex events.
2. Exceptional verbal and written communication skills, with the ability to build professional relationships and work tactfully with various individuals. Ability to represent the Law School appropriately in dealing with prominent guests, vendors, and faculty.
3. Strong organizational and project management skills, with meticulous attention to detail and the ability to set and manage priorities. Availability during events, including occasional early mornings, evenings, and weekends, with the ability to accommodate a flexible schedule. International events require travel and overnight stays.
4. Sound judgment, resourcefulness in problem-solving, and the ability to work under pressure and make decisions gracefully.
5. Excellent computer & technical skills, including familiarity with event registration software. Ability to learn new technologies quickly.

Preferred Education and Experience

Experience managing events within a higher education environment, including the ability to handle physical tasks such as lifting materials and standing for extended periods. Experience with planning and executing a Commencement or a Diploma Ceremony. Experience with international conference planning and logistics. Experience with event software systems (e.g. Cvent, Swoogo), design tools (e.g., Adobe Creative Suite, Canva), and familiarity with HTML and content management systems like Drupal. Experience with Yale Message (Salesforce Marketing Cloud). Fluency in Spanish preferred.

Cover letters are preferred.

Principal Responsibilities (Detailed)

1. Design and execute plans for various special events ranging in size from a few to several thousand guests. Conduct comprehensive planning for complex multi-day and smaller or single-activity events, including on and off-site luncheons, lectures, banquets, and conferences. Work closely with stakeholders throughout the event process to understand the strategic goals of the event and incorporate them into the development and execution of the plan. Confer with broad-based constituencies regarding logistics, guest lists, site selection, vendors, event goals and objectives, etc. Assist in conceptualizing events and apply strategic planning knowledge to achieve an academic priority or goal using expertise.
2. Ensure smooth functioning of events from inception to completion. Personally supervise every phase of events, both in the planning stages and as the on-site coordinator. Serve as the primary contact person for planning and on-site coordination. Manage all logistics, service delivery, and quality control for events, including contracts and equipment rental, purchase order and invoice payment, and procuring resources for on-site events such as A/V, catering, and volunteer staffing.
3. Prepare and execute detailed event planning timelines and task lists to effectively track the progress of planning requirements. Develop and manage the budget for all events. Track payment, income, and expenditures. Assist with material preparation and production for events with the event host or sponsor. Recommend ongoing improvements for the School’s events, incl. new potential vendors, venues, and processes. Perform studies for resource plans, including approaches, sources, and uses.
4. Maintain an events calendar to ensure timely planning. Coordinate the compilation, production, and internal and external distribution of written materials relating to events and conferences, including correspondence, materials, and programs.
5. Develop and implement procedures for the school. May coordinate or facilitate administration of grant and contract proposals, as well as interact with various units and constituencies to assure proper grant or contract administration as it relates to the event.
6. Select, train, lead, direct, motivate, evaluate, and, as required, take corrective action with subordinate staff, if applicable.
7. Generate reports and create invoices. Create, test, and monitor all online conference registration forms using a web-based system. Prepare and review standard and ad hoc registration reports for internal and external users.
8. May perform other duties as assigned.

Required Education and Experience

Bachelor’s Degree in a related field and five years of related experience; or an equivalent combination of education and experience.

Salary Range

$65,000.00 - $101,000.00