Presidential and Institutional Events, Assistant Director

Bridgewater State University, United States

Updated: 6 days ago
Location: Bridgewater, MASSACHUSETTS
Deadline: 27 May 2024

Posting Details
Position Information


Title Presidential and Institutional Events, Assistant Director
Department Summary
Bridgewater State University is an inclusive community dedicated to the lifelong success of all students, focused on the continuous improvement of its people, and responsible for leading innovation that benefits Southeastern Massachusetts, the commonwealth, and the world. Bridgewater’s accessible environment of teaching and learning stimulates critical thinking, pursuit of new knowledge, and deeper understanding, the cultivation of meaningful and diverse interpersonal relationships, and fostering an appreciation for global engagement.

Our commitment to diversity, equity, and inclusion is reflected in our institutional values , which ensure that all students are supported and succeed.

Bridgewater State University is equal employment opportunity/affirmative action employer. Members of underrepresented groups, and those committed to working in a diverse cultural environment, are strongly encouraged to apply.
Position Summary
We seek equity-minded applicants who demonstrate an understanding of the diverse academic, socioeconomic, cultural, religion, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community and of the communities we serve.
The Assistant Director, Presidential & Institutional Events will work closely with the Director of Presidential Initiatives and Operations and oversees all presidential and institutional events managed by the Office of the President; liaises with other divisions to coordinate university and institution-wide public events ensuring alignment them with the university’s mission and values.
Examples of annual presidential/institutional events are as follows:
- Welcome Barbeque
- Annual Holiday Celebration
- Holiday Extravaganza Concert
- United Way Annual Meeting
- Light Foundation Leadership Conference
The Office of the President also plans and hosts retirement gatherings for cabinet members, memorials, dedication ceremonies, groundbreaking ceremonies for major construction projects, and building opening ceremonies, along with other events that may be tasked by the President. This position will also serve as the primary contact for all event guests, VIPs, and distinguished speakers and will serve as a resource for all events within the President’s Division.
Supervision Received: Director of Presidential Initiatives and Operations
Supervision Exercised: Functional supervision of staff supporting events
Position Type Professional Non-Unit
Essential Duties
  • Develop, manage, refine all annual presidential and institutional events managed by the Office of the President from conceptualization through post-event evaluation. Provide same services and support for additional events hosted by the Office of the President or in collaboration with other divisions, educational institutions and/or offices of elected officials.
  • Ensure all aspects of abovementioned events are orchestrated using equity-minded practices and:
    • Meet the intended purpose, mission, and audience.
    • Scripts and communication sequences are developed, and logistical execution is closely coordinated with University Events staff.
    • Include communication sequences, which are developed and led by this position.
    • Are advertised and marketed in an appropriate and inclusive manner.
    • Special guests’ needs are accommodated (including allergies and accessibility needs).
    • Arrangements and acknowledgments for VIP guests are coordinated and properly managed.
    • Timelines and deadlines are managed and adhered to in accordance with established schedules.
    • On-campus arrangements and service provider resources are managed collaboratively with University Events.
    • Invitations and printed materials are produced independently or in partnership with the division of Enrollment, Marketing and Communications.
    • Have the appropriate registration management support in place – web page created, reports produced, counts are accurate.
    • Ensure responsibility for all catering orders and room reservations; room design and décor decisions; ordering of floral arrangements; determining and ordering gifts for speakers and/or audience; rental elements to improve event setting.
    • Secure, train and brief staff supporting Office of the President events.
    • Work closely with the Director of Presidential Initiatives and Operations and staff within the President’s Office who assist with the day-to-day details and needs of upcoming events.

  • Collaborate with and manage cross-functional teams for all university events including Commencement and other high-level events; cross-functional teams will include campus partners (IT, Facilities, University Events, Police, Office of the Registrar, College of Graduate Studies, Parking Services), government officials and other external partners.
  • Lead and be responsible for BSU graduate and undergraduate commencement ceremonies in conjunction with the Assistant Director for Commencement and Special Events and Director of University Events.
    • Plan and execute event logistics.
    • Serve as a member of the Commencement Committee and attend regularly scheduled Commencement Meetings throughout the year, this also includes site visits.
  • Work with campus departments and external contacts to ensure presidential and institutional events are following ADA requirements, fire code and public safety standards. Partner with University Travel Coordinator/Facilities for on-campus shuttles and off-campus travel needs for special guests/partnership groups.
  • Undertake writing projects for draft format and/or final product including, but not limited to event scripts, talking points for the president and/or event emcees, programs, awards, event invitations, internal announcements/communication, external marketing materials for fliers and websites and written communication to external offices, educational institutions, and vendors as representative of the Office of the President.
  • Advise/consult with the Director of Presidential Initiatives and Operations, President, and senior staff regarding details of presidential and institutional events; serve as a consultant to events hosted by other divisions/departments upon request of the President.
  • Troubleshoot and devise solutions for unforeseen problems and issues, exhibiting flexibility and resourcefulness throughout the event process.
  • Identify areas of improvement/opportunities concerning presidential and institutional as the university landscape changes to better meet the needs of an evolving campus.
  • Advise and recommend event displays and items that feature the university seal, logo, etc. for presidential and institutional events. Create, maintain, and work with other departments to align presidential and institutional events with a consistent sense of institutional identity/brand.
  • Serve on and support university committees as assigned by the Director of Presidential Initiatives and Operations including, but not limited to:
    • Commencement Committee
    • Homecoming Committee
    • Dining Committee
    • Commencement Student Speakers and Commencement Student Singers
  • Manages other events and performs related responsibilities and projects as assigned.
    		•
    Required Qualifications
    • Academic credentials and experience suitable to fulfill position responsibilities.
    • Event planning experience & leadership.
    • Experience managing high-level events both independently and with a team.
    • Demonstrated organizational skills, strong attention to detail, strong verbal and written communication skills.
    • Ability to work collaboratively with a diversity of people, thoughts, perspective, and practices.
    • Capable of influencing others outside direct supervisory lines.
    • Experience developing and maintaining relationships with key stakeholders.
    • Ability to work in an environment demanding exceptional levels of confidentiality.
    • Ability to work under deadlines and adapt to changing priorities.
    Preferred Qualifications
    • Experience in higher education.
    • Experience working with dignitaries, government officials, and their advance teams.
    Work Environment
    Bridgewater State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employee with disabilities. To request a reasonable accommodation for the application process, please complete and submit this electronic form: https://cm.maxient.com/reportingform.php?BridgewaterStateUniv&layout_id=18
    Special Conditions for Eligibility
    Please be aware that employment at Bridgewater State University is contingent upon completion of a successful background check.
    This position is not eligible for H-1B sponsorship.
    EEO Statement
    Bridgewater State University (BSU) is an affirmative action/equal opportunity employer which actively seeks to increase the diversity of its workforce. We are dedicated to providing educational, working and living environments that value the diverse backgrounds of all people.
    Salary Range $85,000 - $95,000

    Posting Detail Information


    Posting Number S01101P
    Open Date 05/17/2024
    Application Review Start Date
    Close Date 05/27/2024
    Open Until Filled No
    Special Instructions to Applicants
    Please note the following information is required to complete your application for this position:
    * A minimum of three (3) professional reference entries in space provided on the application form.
    * Resume/CV
    * Cover Letter
    * Equity and Inclusion Statement- a personal statement on a candidate’s past efforts to enhance diversity, equity, and inclusion. The equity and inclusion statement is an opportunity for candidates to discuss scholarship, professional skills, and demonstrable experience that would enhance the university’s efforts to promote a diverse, equitable, and inclusive community. Equity and inclusion statements will be considered as part of a transparent and comprehensive review of candidates’ application materials.

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