Associate Director - Meetings and Events

91629BR

Off-Campus: Scottsdale

Assoc Director

Job Description

EdPlus at ASU seeks a highly motivated, energetic, and articulate Associate Director of Meetings and Events to join our high-performing team. Reporting to the Deputy Chief Meetings and Events Officer, the Associate Director is responsible for assisting in the strategic oversight of delivering exceptional meeting and event experiences at EdPlus and other ASU and EdPlus co-hosted convenings. This position drives success through thoughtful planning, attention to detail, a sound understanding of EdPlus/ASU goals and keen attention to shifting landscapes in the business, education and technology fields. This requires nurturing both internal and external relationships working with the Deputy Chief Meetings and Events Officer tending to the design aspect of physical space in order to optimize the EdPlus business innovations and furthering the ASU charter through these efforts.

This opportunity might be perfect for you if you are passionate about meeting and event planning, and love working on high-profile projects. If you are energized by a fast-paced environment, this position offers you the chance to excel and grow in a dynamic and ever-changing workplace.

EdPlus is a unit of the ASU Enterprise focused on the design and scalable delivery of digital teaching and learning models to increase student success and reduce barriers to achievement in higher education. We advance the economic, social, cultural, and overall health of the local, national and international communities served by ASU.

EdPlus at ASU

ASU offers a total compensation package that includes valuable employee benefits. Click here to explore options.

• Healthcare
• Financial Security
• Retirement
• Family Resources
• Tuition Reduction (Eligible ASU Employee, their dependents and spouse.)
• Discounts

Department Name

EdPlus Dean's Office Admin

Full-Time/Part-Time

Full-Time

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

Depends on experience

Essential Duties

• Manages the day-to-day activities of an event manager, a technology coordinator, and two visitor services coordinators providing direction and development opportunities.
• Assists with overseeing, planning and delivering exceptional experiences for all ASU co-hosted and EdPlus hosted visits to ensure achievement of desired outcomes. Visitors include existing and potential partners from a variety of public and private institutions, universities, colleges, foundations, internal faculty, and staff.
• Oversees visitor experience logistics including preparation of clear communications of visit objectives, participant schedules, agenda and background document preparation, biographies, visit summary briefings and guests’ takeaway materials.
• Manages the food and beverage needs for assigned meetings and events.
• Maintains relationships with local caterers, event rental companies, and other event vendors.
• Oversees meeting room setup for all external and internal hosted meetings and events.
• Works closely with others to analyze space utilization effectiveness and changing demands for space needs offering recommendations for reconfigurations, enhancements, or upgrades, and ensures the EdPlus image and culture is projected in the highest quality standards.
• Coordinates building maintenance and renovations with all appropriate ASU service groups and outside agencies, ensuring procedures and materials comply with specifications and observes work in progress to monitor timelines.
• Works with other EdPlus unit leads to update space plans for EdPlus building 3 and keeps the ASU Space Survey database current and completes the annual space audit.
• Works closely with the EdPlus Technology Coordinator ensuring staff technology needs are acquired, and to review audio-visual equipment ensuring hardware and software are maintained and in proper working condition.
• Serves as one of the key points of contact with the university visits events team, and the RTS technical support team.
• Serves as the main point of contact with the SkySong management company, Plaza Co. to ensure there is an effective process in place for EdPlus team member building access cards, parking access and building 3 facilities maintenance.
• Reports building 3 maintenance problems and related issues to SkySong management company, Plaza Co.
• Facilitates the maintenance of all common areas in building 3 including Cafe equipment and appliances.
• Works with the visitor services coordinators to review and maintain proper quantities of EdPlus visit collateral and makes recommendations on revisions and updates.
• Oversees the EdPlus collateral distribution to other units such as the President and Provost’s offices.
• Oversees the visitor services reception area ensuring proper staffing is in place during EdPlus office hours.
• Works closely with the EdPlus salesforce team to develop a new visitor tracking system.
• Maintains a repository for presentation decks to be used by all levels of EdPlus leadership and staff.
• Acts as primary liaison with event speakers and venue contacts for instructional/audio visual needs; reviews presentation and meeting layout to ensure adherence to established objectives.
• Oversees on-site presence and support during meetings and events to ensure coordination of all aspects of the event including service levels, vendor selection, collateral materials, set-up/break-down, staffing needs and registration to ensure delivery of successful, effective, and smooth events.
• Serves as backup support to the core planning team to assist with all logistics surrounding the annual ASU GSV Education and Innovation summit.
• Works with EdPlus culture and events areas to assist in the development, planning, designing and execution of internal staff events.
• Supports and exemplifies the EdPlus culture tenets.
• Participates in the EdPlus Welcome Committee and other internal committees as assigned.
• Assumes or coordinates other duties or projects as assigned or directed.

Minimum Qualifications

Bachelor's degree in a field appropriate to the area of assignment AND seven (7) years of related administrative experience, which includes four (4) years of supervisory experience; OR, Eleven (11) years of related administrative experience, which includes four (4) years of supervisory experience; OR, Any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Evidence of a bachelor's degree or higher in a related field.
• Experience with EdPlus and ASU policies and procedures.
• Experience in planning and executing meetings or events with 2,000 + attendees.
• Experience in event budget development, tracking, and expense reconciliation.
• Demonstrated ability to perform multiple tasks simultaneously while working with the Deputy Chief Meetings and Events Officer to prioritize and set timelines on assigned projects or events in a very fast paced, high-energy environment.
• Demonstrated ability to work effectively in an environment subject to tight deadlines and conflicting priorities.
• Demonstrated ability to adapt quickly to last minute changes or requests and provide solutions to accommodate those requests.
• Demonstrated ability to review and implement standard operating procedures surrounding meeting planning and execution.
• Demonstrated ability to interact and communicate professionally in a complex, diverse, high-profile setting.
• Evidence of strong written and communication skills.
• Evidence of a strong proficiency in time management.
• Evidence of proficient with audio / visual requirements needed for basic and complex meeting set ups.

Working Environment

EdPlus at ASU is located at SkySong, the ASU Scottsdale Innovation Center. The center houses a diverse business community that links technology, research, education, and entrepreneurship to position ASU and Greater Phoenix as global leaders in the knowledge economy.

Activities are primarily performed in a regular, climate-controlled office setting subject to extended periods of sitting or standing. Daily use of desktop or laptop computer is required. Ability to clearly communicate verbally in English, read, write, see, and hear to perform essential duties. Regular review of completed tasks.

EdPlus at ASU supports flexible work options, ranging from alternate work schedules to hybrid remote work schedules, subject to approvals per ASU policy.

Department Statement

EdPlus defines itself through a culture of curiosity, risk-taking and refusing to accept the status quo. As a central enterprise unit for ASU focused on the design and scalable delivery of digital teaching and learning models to increase student success and reduce barriers to achievement in higher education, our commitments support the university charter. ASU is a national service university and aspires to accelerate positive social outcomes through the seamless integration of cutting-edge technological innovation and scalability.
EdPlus employees are valued, respected, and encouraged to be their unique selves. We are committed to diversity, equity, inclusion, and belonging in everything we do. We know that our ability to deliver high-quality services and educational experiences is strengthened by the diversity of our employees. Our innovative culture drives outcomes through serving learners, achieving milestones, striving for excellence, solving problems, feeling a sense of urgency, and being bold.

EdPlus at ASU

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU PD at 480-965-3456.

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Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume and cover letter should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

Applicant must be eligible to work in the United States; EdPlus at ASU will not be a sponsor for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.