Support the successful event operations of VIP and presidential level events by planning, managing, and coordinating. Ensure positive and effective engagements for year round clients using university facilities.
Position Specific Responsibilities/Accountabilities
Responsible for all phases of VIP and designated presidential events including event communications, logistics, and pre/post-event follow-up. Ensure events and experiences are on point and align with the university's brand strategy and visual identity. Assure quality, tone, and narratives align with the events pre-identified goals and outcomes.
Build and maintain excellent, cooperative relationships with internal clients, contracted partners, team members, and senior leadership. Meet with key university stakeholders prior to an event and assist in determining event needs, provide guidance by explaining contract provisions, policies and procedures. Meet with event sponsors after an event to assess outcomes and to identify gaps, improvements, and successes.
Keep the president's office and designated areas informed as to the status of deadlines and schedules; including but not limited to floor plan submissions, insurance requirements, and other relevant event details. Coordinate with MarComm Presidential Communications to ensure that updated event scripts, communications, and speaker resources are in place (including, but not limited to podiums, teleprompters, printed prompts, etc.).
For all VIP and designated presidential level events ensure seamless communication between all supporting departments. Make sure that all parties have the necessary information to successfully execute their parts/roles of the production for the event. Event-related communication and coordination must be in advance, timely, accurate, and frequent.
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.
Collaborate with MarComm External Relations and Presidential Communication to develop, implement, and support presidential and VIP event protocols that include, but are not limited to dignitaries, business and political leaders, elected representatives, high-visibility influencers, and thought leaders.
Work with MarComm External Relations to develop event templates and systematic guidelines or checklists for recurring presidential events, including award and honorary degree ceremonies, commencement VIP receptions, quarterly and annual events with strategic individuals and groups that are hosted by the president or other senior executives.
Be on-site during all VIP and designated presidential level events oversee the student staff, student workers and the administration to troubleshoot and ensure a successful event.
Develop printed and digital products that support the event experience, including contracts, brochures, websites, social posts and other materials or assets in alignment with the university's brand and visual identity standards.
Manage written records of all changes and requests while maintaining and updating web-based information, files, and departmental records.
Manage an annual budget for VIP and designated presidential level events in coordination with the president's office and MarComm External Relations.
Create and oversee the registration process for VIP and presidential events in coordination with MarComm External Relations, including invitation lists, invitation materials, etc. As appropriate, share attendance lists with appropriate university units that may have relationships or interests in coordinating with an individual or group.
Assist in facilitating the event planning educational workshops for on-campus personnel.
Support other university events as assigned by management team of Conference and Event Services
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.
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 5 years professional experience in VIP event planning and scheduling that involved coordinating protocols, facilities, and auxiliary services, preferably in a higher education environment or in a hotel management.
Principles of organization, management and supervision, conference and meeting planning, hotel operations, publications, contract writing, VIP and dignitary protocols, A/V equipment use, inventory and budget management, and use of personal computer hardware and software
Effectively and efficiently organize, prioritize and coordinate the use of campus facilities, housing bed space, personnel and services.
Demonstrate ability to work well with people at all levels of authority, especially senior leaders and executives. Ability to work on several tasks/events simultaneously while demonstrating flexibility in working with last minute changes. Must be able to work long hours (over eight hours in one day) and weekends when necessary. Excellent oral and communication skills (including written), sufficient math skills in order to perform calculations and accurate word processing.
Demonstrated ability to solve problems and flexibility in handling last minute changes. Ability to work flexible schedules.
Highly developed organizational and leadership skills. Effective interpersonal skills to ensure good working relationships with volunteers, LMU administrators and staff, and all individuals/groups interfacing with this position. Excellent organizational and time management skills are necessary. Demonstrated attention to detail.
Demonstrated computer competency and preferably knowledgeable of Microsoft Office suite systems.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
COVID Vaccination Requirement
To ensure the safety and well-being of our community Loyola Marymount University requires that all students, faculty and staff are vaccinated or have been approved for a qualifying medical or religious exemption.
For full consideration, applicants should submit the following items: 1) a current and comprehensive resume and 2) cover letter.
Founded in 1911, LMU is a premier Catholic university rooted in the Jesuit and Marymount traditions. Our enrollment includes 5,962 undergraduate, 2,129 graduate and 1,278 law school students. Our 142-acre bluff-top campus is located in West Los Angeles and is among the nation's most beautiful and green campuses.