In-House Events Manager - Information Sciences Institute
University of Southern California (USC)
Location: Marina del Rey, California
Internal Number: REQ20124776
USCâsÂ Information Sciences Institute (ISI), a unit of the universityâs Viterbi School of Engineering, is a world leader in the research and development of advanced artificial intelligence, information processing, computing, cybersecurity, and communications technologies. ISIâs 400 faculty, professional staff and graduate students carry out extraordinary information sciences research at three distinct locations - Marina Del Rey, CA; Arlington, VA; and Waltham, MA.
ISI is currently looking for an Events Manager that can manage, plan and execute a myriad of different types of events for the institute within a given academic year.Â Â The incumbent will be a member of a highly collaborative team of administrative support staff and will work with key stakeholders.
*This position is in Marina del Rey, CA. Hybrid work options are available.*
Creates vision, process and framework to support a wide variety of events and activities for dynamic and growing institute of 400 researchers, students, and staff.
Plans and manages the end-to-end operations of top-notch events for the institute.Â Â This includes, but is not limited to:
Visits by Potential Donors, Key Stakeholders, University/Viterbi Leadership and other important members of the ISI and USC Communities
Multi-day Technical Review meetings with Government Sponors
Ad hoc gatherings of both internal and external teams
Recurring seminars given by institute visitors and staff
Leadership and Divisional Retreats
Galas and Holiday Parties
Perform research within local markets and other niches to develop event execution strategies and offerings, gather and compare vendor quotes
Ensures events and activities are executed effectively from thought to finish
Serve as the main point of contact between the institute and its vendors
Create Purchase Orders and approve invoices for payment
Oversee budgets for each event and maintains accurate record keeping of previous events.
Work with our Communications team to promote events via email, social media, web brochures, and local and national press
Meet regularly with institute senior leadership to strategize on event offerings and public engagement
Create after action reports and recommendations
Collect, analyze and maintain data on events
Schedule, manage and oversee students workers and volunteers to ensure proper staffing levels on a day-to-day basis
Collaborate with ISI administrative, facility and IT staff involved with event coordination
Ensure that all events are compliant with the Americans with Disability Act requirements
Bachelorâs Degree in Communications, Marketing, Public Relations or related area OR
Combined experience/education for minimum education
5 years of event planning and scheduling experience
Proven success overseeing large scale academic events
Create and maintain relationships with individuals from all levels of the university and externally
Project manage a diverse slate of various types of events
Knowledge of Microsoft Office Suite of software programs
Experience and expertise with Virtual meeting platforms (Zoom,Webex, Teams)
Proven experience creating and maintaining project timelines and budgets
Ability to review and understand event planning contractsÂ
Ability to be resourceful, agile and execute under pressure
Excellent written and oral communication skills
Ability to exert diplomacy and tact
Ability to manage a variety of different constituents (i.e. wait staff, student workers, security, etc.)
Masterâs DegreeÂ in Communications, Marketing, Public Relations or related field
Experience with Software like:Â
Sharepoint, Microsoft Teams, the Adobe Suite of Programs
Survey Websites like Survey Monkey, Qualtrics, etc.
Possesses an established directory of vendors and venues that can provide excellent work products for ISIâs constituents
Knowledge of more than one languageÂ
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:
Willingness to travel for off campus events
Ability to lift at least 25 lbs
The annual base salary range for this position is $82,097 - $95,000. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidateâs work experience, education/training, key skills, internal peer equity, federal, state and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.
The University of Southern California values diversity and is committed to equal opportunity in employment.
Minimum Education: Bachelorâs degree; Combined experience/education as substitute for minimum educationMinimum Experience: 5 yearsMinimum Field of Expertise:5 yearsâ experience with event planning and scheduling. Proven success overseeing large scale events, coordinating with a wide variety of internal and external stakeholders. Excellent interpersonal skills. Ability to perform well under pressure, individually and as part of a team. Excellent written and oral communication skills. Knowledge of relevant software and databases to support constituent-relationship management, marketing and communications, and social media efforts
USC is the leading private research university in Los Angeles—a global center for arts, technology and international business. With more than 47,500 students, we are located primarily in Los Angeles but also in various US and global satellite locations.
As the largest private employer in Los Angeles, responsible for $8 billion annually in economic activity in the region, we offer the opportunity to work in a dynamic and diverse environment, in careers that span a broad spectrum of talents and skills across a variety of academic and professional schools and administrative units. As a USC employee and member of the Trojan Family—the faculty, staff, students, and alumni who make USC a great place to work—you will enjoy excellent benefits, including a variety of well-being programs designed to help individuals achieve work-life balance.