Plans and executes successful top-quality donor and prospect cultivation and recognition events that enhance the relationship between Yale School of Medicine and its prominent alumni, donors, and friends around the world. Event management duties include, but are not limited to, managing, researching, negotiating, securing, creating and/or selecting all event logistics including site selection, vendor management, and event specifications (audio/visual, décor, lodging, print materials, etc.); supe... more details
Plans and executes successful top-quality donor and prospect cultivation and recognition events that enhance the relationship between Yale School of Medicine and its prominent alumni, donors, and friends around the world.
Event management duties include, but are not limited to, managing, researching, negotiating, securing, creating and/or selecting all event logistics including site selection, vendor management, and event specifications (audio/visual, décor, lodging, print materials, etc.); supervising all aspects of guest management including creative decisions for, and printing and mailing of invitations, compilation of guest list; developing event itineraries and agendas; acting as primary liaison with faculty, dean, alumni and other speakers; supervising all on-site event staff, including other staff and student employees; overseeing and managing work of program coordinator assigned as event support; compiling individual event budgets.
Additional duties involve working with a variety of database management tools to pull lists, code constituents, and track pre and post event data.
Availability during events, occasional early morning, evening, and weekend work. Limited travel required to domestic and (rarely) international locations. 1. Assist in developing and executing plans that create an optimal client and event attendee experience, though high-level customer satisfaction and meeting financial targets for all assigned events. 2. Ensure all standard operating procedures for revenue and cost control are in place and consistently utilized for all assigned events. 3. Provide managerial oversight in the planning, preparation, production, and delivery of exceptional service to donors, volunteers, senior leadership, faculty, and other guests for all assigned events in compliance with established university and departmental policies and practices. In concert with Yale Hospitality and outside vendors ensure compliance to set standards at catered events. 4. Provide cost estimates for internal clients. Review billing information and ensure invoice processing by Business Office staff. Maintain client and guest information databases and develop proposals, event schedules and details, contracts, and invoices. 5. Manage the operating budget for each assigned event, assist in development of overall unit budget, produce and maintain budget reporting as required. 6. Manage and coordinate the activities of events teams for assigned events. Develop and provide instruction and floor plans for external event set-up. 7. Identify opportunities to improve event-related workflow, software and other tools, and recommend enhancements. 8. Manage internal development events as assigned, including catering coordination, programming, venue liaison and decor, etc. 9. Perform additional duties to maintain the highest level of support for the Office of Development. Bachelor’s degree and two or more years of event management experience in a professional setting or an equivalent combination of education and related experience.
