Assistant Director, University Events

Assistant Director, University Events

Public Relations and Marketing Communication

The Division of Public Relations and Marketing Communications (PRMC) at Georgia State University is hiring an Assistant Director of University Events Management. Reporting to the Director of University Events Management, the Assistant Director provides strategic leadership, professional event planning, operational coordination, and execution for major university-wide annual traditions, executive ceremonies, and high-level vice-presidential initiatives.

The selected candidate will serve as a lead operational manager for high-profile university functions, ensuring that all events align with institutional branding, strategic goals, and executive protocol. This position directly collaborates with PRMC creative teams for collateral development, manages event budgets and vendor logistics, utilizes advanced event technology and scheduling platforms, and provides on-site leadership for staff and volunteers during live events.

Responsibilities include:

1. Event Leadership & Portfolio Management (60%)

• Lifecycle Portfolio Execution: Lead end-to-end event strategy, logistical execution, and post-event assessment for assigned events and initiatives, including Celebrating Faculty Excellence, Grilling on the Greenway, New Faculty Reception, Provost's Holiday Breakfast, Service Recognition Awards Ceremony, University Holiday Party, Veteran's Recognition Ceremony, and special ad hoc leadership engagements.
• Vice-Presidential & Executive Protocol: Direct and manage special event initiatives from University leadership, ensuring flawless adherence to institutional traditions, presidential/executive protocols, and strategic university messaging.
• PR & Marketing Collaboration: Partner directly with Public Relations and Marketing Communications (PRMC) creative, editorial, and digital teams to establish timelines and manage the production of event collateral, including print/digital invitations, signage, programs, and web assets.
• Guest Data & Registration Systems: Build, test, and manage digital registration platforms and RSVP tools. Oversee attendee data collection, guest list tracking, executive seating arrangements, and detailed catering requirements (e.g., dietary accommodations, VIP needs).
• On-Site Operational Leadership: Direct live event operations, including setup, vendor arrival and management (catering, AV, rentals), registration desk workflows, VIP hosting, guest flow, and breakdown to maintain institutional standards of excellence.
• On-Site Staff Supervision: Supervise and direct the tasks of student workers, temporary event staff, and volunteers during events, fostering a high level of professionalism and customer service.
• Assessment & Data Collection: Build, deploy, and evaluate physical and digital feedback instruments (e.g., Qualtrics, QuestionPro) to measure attendee satisfaction and generate data-driven event debrief reports for leadership.

2. Fiscal Management & Operational Logistics (30%)

• Budget Administration & Tracking: Monitor individual project budgets across the assigned event portfolio, maintain itemized expenditure logs, and ensure all event execution remains strictly within allocated fiscal parameters.
• Financial Processing: Process vendor invoices, purchase orders, contracts, and interdepartmental journal transfers in compliance with university business and procurement policies.
• Space Scheduling & Venue Liaison: Work with institutional space reservation platforms (e.g., 25Live, EMS) to book venues, coordinate facility logistics, route technical/AV requirements, and ensure client/vendor compliance with venue guidelines.
• Web & Content Maintenance: Utilize content management systems (e.g., WordPress) to update and maintain digital event landing pages, schedules, and online promotional materials.

3. Departmental Support & Institutional Initiatives (10%)

• All-Hands Institutional Events: Play an active operational leadership role in university-wide, all-hands ceremonies and traditions (e.g., Commencement, Convocation) as directed by leadership.
• General Operations: Provide high-level administrative, analytical, and operational support to the department and broader PRMC division as needed.
• Other Duties: Perform other related duties as assigned by department leadership.

Minimum Hiring Requirements:

• Bachelor's degree and three years of experience in event planning or project management.

Preferred Hiring Qualifications:

• Professional Certification: Certified Meeting Professional (CMP) or Project Management Professional (PMP) credential preferred.

• Higher Education Experience: Prior experience planning events or managing logistics within a college or university setting, with a foundational understanding of academic traditions and executive protocols.

• Technology Proficiency: Demonstrated experience working with digital event registration/RSVP tools and high proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Communication & Collaboration: Exceptional interpersonal and customer service skills, with a proven track record of collaborating effectively across diverse departments (such as creative, marketing, and facilities teams).

• Operational Adaptability: Ability to remain calm under pressure, manage shifting priorities, and problem-solve real-time logistical issues during live events.

• Fiscal Familiarity: Experience monitoring project budgets, tracking itemized expenditures, and processing vendor invoices or interdepartmental fund transfers.

• Design & Collateral Workflow: Experience collaborating directly with creative teams to shepherd production timelines for digital and print assets. Experience or familiarity working with design tools such as Canva and Adobe Creative Cloud.

• On-Site Leadership: Experience directing the on-site tasks of student workers, temporary event staff, or volunteers in a professional environment.

• Reservation Systems: Experience working with institutional reservation and space scheduling platforms, such as 25Live, EMS, or comparable systems.

• Project Management Software: Familiarity with utilizing collaborative project management software (e.g., Microsoft Teams, Basecamp, Asana) to track event production timelines and milestones.

• Data & Feedback Software: Experience building and deploying data collection software or assessment tools, such as Qualtrics or QuestionPro, to gather attendee feedback.

• Web Content Tools: Functional experience working with web builders and content management systems, such as WordPress, to update or maintain digital event presence.

• Physical & Schedule Demands: Ability to work a flexible schedule including occasional evenings and weekends for event execution; ability to lift, move, and set up event materials.

To be fully considered for this position, all candidates must submit the following at the time of submission:

• A complete and accurate GSU application

• Resume

• Finalist candidates must submit the names and contact information for three (3) professional references.

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