Event Manager

Support the successful event operation of the department by planning, managing, and coordinating a wide range of conferences and events. Ensure positive and effective engagements for year round clients using university facilities.

Specific Responsibilities/Accountabilities Responsible for all phases of assigned events including communications, logistics, and pre/post-event follow-up. Meet with assigned clients prior to a conference and/or event and assist in determining event needs, provide guidance by explaining contract provisions, policies and procedures. Keep clients informed as to the status of deadlines and schedules; including but not limited to floor plan submissions, insurance requirements, and other relevant event details. For assigned conference and events ensure that the communication between all other supporting departments is seamless.  Make sure that all parties have the necessary information to successfully execute their part of the production for the event. The communication and coordination must be done in advance and in a timely manner. Schedule contracted services and equipment rentals to provide services not available in-house. Prepare layouts diagrams, instructions, set-up requirements and supporting documentation for each event and distribute to appropriate staff. Be on-site during assigned conference and events oversee the student staff, student workers and the administration to troubleshoot and ensure a successful event. Serve as advisor, consultant, and coordinator for students, faculty, staff, and other members of the LMU community for all campus events. Assists in the development and implementation of written materials that support the Department, including contracts, brochures, websites, pamphlets and other forms. Manage written records of all changes and requests while maintaining and updating web-based information, files, and departmental records. Supervise the management of all conferences. This will include coordination of housing services, dining services, general event services, and facility coordination. Management of an annual budget for individual conferences, which include accurate estimation of all expenses and expected revenue during and after each conference. Create and oversee the registration process for assigned sponsored events and conferences. Assist in facilitating the event planning educational workshops for on-campus personnel. Assist in the hiring & training of students for Conference and Event Services. Support the Department’s Summer Conference Program coordinating housing and meeting space needs for internal and external groups planning residential summer events. Perform other duties as assigned by the management team of Conference and Event Services. Represent LMU within Conference and Event Services community and at professional organizations or associations, serve on committees as required. Loyola Marymount University Expectations Exhibit behavior that supports the mission, vision, and values of the university.  Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct.  Demonstrate a commitment to outstanding customer service. Requisite Qualifications Typically Bachelor’s Degree or equivalent experience.  Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes. Minimum 2 years professional experience in event and conference planning and scheduling that involved coordinating facilities and auxiliary services, preferably in a higher education environment or in a hotel management or front desk/sales environment.  Principles of organization, management and supervision, conference and meeting planning, hotel operations, publications, contract writing, A/V equipment use, inventory and budget management, and use of personal computer hardware and software Effectively and efficiently organize, prioritize and