Director, Special Events

West Lafayette, IN, USA|Remote, Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Weekend Shifts

Benefits

10 paid holidays per year

Accrue up to 22 vacation days a year

Traditional pre-tax 403(b) and Roth retirement plans available

10% employer contribution to your retirement plan and immediate vesting

Health savings account

Employer funded preventative dental and vision insurance

Spouses

And dependents

Job Description

Purdue For Life Foundation is a dedicated organization committed to supporting the lifelong connection between Purdue University and its alumni community. As a vital part of Purdue's ecosystem, the Foundation plays a significant role in advancing educational initiatives, scholarships, and programs that have a profound impact on the lives of students and graduates. The Foundation fosters a collaborative environment focused on community engagement and empowerment, offering a workplace where employees can make meaningful contributions while growing their careers. It is known for its mission-driven approach, creating enriching experiences for its stakeholders and maintaining a vibrant network of enthusiastic colleagues and resources designed to drive positive change within the university and the wider community.

The role of Special Events Manager at Purdue For Life Foundation involves planning, staging, and executing high-caliber events that align with Purdue’s engagement and advancement missions. This full-time, hybrid position offers a unique opportunity to lead event logistics and strategic initiatives for alumni, donors, and friends of Purdue University. Responsibilities include managing all aspects of events from site selection, contract negotiation, budget oversight, and on-site management to ensuring clear communication and alignment with marketing strategies. The position demands strong leadership capabilities, as it involves supervising a team, collaborating across departments, and handling complex event details under tight deadlines. Working hours occasionally extend to evenings and weekends, reflecting the dynamic nature of event management. This role is ideal for a seasoned event management professional passionate about fostering community connections, adept at multitasking, and capable of thriving in a fast-paced environment. Reporting lines and organizational structures support the role with clear channels for communication and decision-making, led by the Vice President of Special Events and aligned with the Foundation’s strategic priorities. The role calls for someone who not only excels in logistics and budgeting but is also skilled in building partnerships, managing teams, and creating innovative event experiences that resonate with diverse audiences. The position requires a Bachelor’s degree and a minimum of four years’ experience in event planning, with supervisory experience preferred. It is favored for those experienced in higher education or nonprofit sectors but open to qualified candidates from various backgrounds.

Overall, working at Purdue For Life Foundation means joining a forward-thinking and impactful organization where your expertise in event planning will directly contribute to the educational and community-building missions of one of the nation’s premier universities. The Foundation offers a supportive, inclusive workplace culture with comprehensive benefits designed to promote work-life balance and professional growth. This role not only provides the opportunity to advance your career but also to participate actively in building a legacy of engagement and philanthropy that benefits generations of Purdue community members.

Job Requirements

bachelor's degree required
four years of experience in event management and planning required
supervisory experience preferred
experience in higher education or other non-profit organizations preferred but not required

Job Qualifications

bachelor's degree
four years of experience in event management and planning
supervisory experience preferred
experience in higher education or other non-profit organizations preferred but not required

Job Duties

create unique and strategic guest experiences for the alumni, donors, and friends of Purdue University
independently plan and stage high-level events, on and off campus, designed to serve Purdue University and Purdue for Life’s engagement and advancement missions
establish clear, measurable goals and desired outcomes for each assigned event, and implement a comprehensive, strategic approach to ensure successful execution
ensure that the Vice President, Special Events is well-informed regarding event logistics, communications and any relevant information pertaining to assigned events
lead and foster effective collaboration among key functional areas within Purdue for Life, including, Engagement, Development, Colleges, JPC etc
lead joint efforts with Purdue for Life Marketing and Communications, Purdue Brand Studios, and relevant Colleges/Units to ensure marketing strategies align with and achieve event goals
support and execute the direction of the Special Events Team as led by the Vice President, Special Events and Purdue for Life priorities
work as part of a centralized events team to reach team goals
evenings, weekends, and travel are required as assigned
independently lead with site location, contract negotiation, food and beverage management, event logistics, budgeting, and on-site management
delegate tasks, provide guidance, and review the work of team members assigned to support events including supervising their roles during events when needed
identify opportunities for new and innovative ways to produce events in support of assigned events
oversee the development of event communication pieces e.g., emails, letters, forms, packets, registrations, invitations, reminders, pre-event emails, printed programs, PowerPoint slides, screen dress, etc.
manage the development of invitation mail files with various criteria
oversee the development and finalization of seating assignments
review and approve head table arrangements in collaboration with event staff, ensuring timely communication to designated university staff to support event preparation
lead in the creation and execution of run of shows for assigned events
prepare and distribute detailed event outlines and run of shows to key stakeholders and university staff in advance
oversee the event budgets for assigned events
build and sustain strong partnerships with vendors
resolve elevated onsite problems/issues with input from vendors with an understanding of safety/security issues, guest satisfaction, and University liabilities
collaborate with the Executive Assistant, Special Events to ensure accurate and timely processing of invoices, billings, and work orders
perform other administrative and event-related duties as assigned
supervise, train, and hold 1-3 direct reports accountable for delegated tasks, ensuring quality and timely completion of assignments
make hiring and termination recommendations and provide ongoing training and performance feedback to direct reports
offer guidance and support to other team members as needed
serve as a resource and leader within the centralized events team
lead, motivate and support a large team within a fast paced and demanding environment
including setup and implementation of best practices to be upheld by all team members
in collaboration with the Vice President, Special Events assist in decisions/recommendations for hiring, terminations, pay adjustments, promotions and training of direct reports as well as performing other supervisory duties
supervise event staff when on event site