Special Events Manager

The Special Events Manager will serve as lead for planning and executing special events across campus, and occasionally at off-site locations, including, but not limited to, academic events such as Commencement and Student Check-ins, corporate events, executive and employee events, non-sports camps, and other special events as they arise.  This role will also assist in the planning and execution of high-profile student engagement events such as Homecoming and Prom.  The Campus Special Events Manager will be responsible for leading and supervising other Campus Special Events team members. 

Key Responsibilities: 

• Work collaboratively with internal departments to plan, execute, and wrap-up each event, with an emphasis on quality, strategic expense management, and continual elevation and improvement
• Execute events with high-level standard of excellence and customization, building out timelines, agendas, and activities for groups that create unrivaled experiences
• Follow standard operating procedures and best practices in project management to clearly delegate tasks, adhere to timelines, and ensure all resources are secured
• Provide leadership, coaching, and management to other department members, such as Coordinators, Assistants, Part Time Crew, and Interns to maximize their effectiveness and help them develop and grow professionally.
• Partner with Academics and Student Engagement to plan IMG Academy Student & Parent related events (ex: Commencement, Commitment Ceremony, Check-in, etc.)
• Craft event orders, itineraries, maps, RACI forms, project trackers and other event paperwork as needed
• Oversee venue setups, including seating, Audiovisual equipment, décor, and rental items
• Support business development team with the execution of corporate sponsorships and IMG Academy business partners’ activations
• Facilitate internal communication between Group & Team Sales, Food & Beverage, Sponsorship, Marketing, Corporate Communications, and Transportation teams to streamline processes and work collectively to execute event experiences
• Work cross departmentally to assist with IMGA owned events, team training and 3rd party as directed
• Work with Accounting department to manage budgeting and finance processes for each event, including performing financial reconciliations, processing invoices, budget reviews, and purchase orders
• Research and secure vendors by event needs, using comparative shopping to maximize ROI and value
• Perform record keeping tasks and create recap documents for each event  
• Monitor industry best practices in events and hospitality to understand current trends and elevate experiences
• Perform other duties as assigned 

Qualifications: 

• Bachelor’s degree in Business, Marketing, Hospitality, or a related field required.
• Minimum of 3 years of experience in event planning and management.
• Demonstrated ability to manage budgets and follow financial controls.
• Experience supervising or coordinating staff and vendors.
• Highly motivated self-starter with strong initiative and accountability.
• Excellent organizational and time-management skills with the ability to adapt to changing priorities and meet deadlines.
• Proven ability to collaborate effectively with diverse teams, executives, vendors, and external partners.
• Strategic thinker capable of learning existing processes and identifying opportunities for improvement.
• Strong written and verbal communication skills with the ability to present information to a variety of audiences.
• Comfortable learning and using multiple digital platforms, including hotel management systems, SAP, and venue scheduling tools. 

Preferred: 

• Experience managing and planning experiences for an array of corporate clients 

Physical Demands and Work Environment: 

• Ability to lift, move, push, and pull equipment or boxes in excess of 40lbs.  
• Ability to perform the physical aspects of event set up, tear down and execution  
• Should be able to handle outdoor temperatures for a reasonable period of time  
• Must be able to move around campus which includes gym, turf, fields, etc.  
• Ability to work flexible hours to include nights, weekends and holidays is required