Assistant to President for Events & Hospitality

Description

Department: Office of the President

Job Status: Full-time

FLSA Status: Exempt

Reports To: President

Amount of

Travel Required:

up to 10%

Work Schedule: Schedule varies based on event and institutional needs; evenings and weekends may be required.

Positions Supervised:

POSITION SUMMARY

The Assistant to the President for Events & Hospitality plans and executes presidential events and special initiatives that advance the mission and image of Benedictine College. This position is responsible for providing exceptional hospitality to donors, trustees, alumni, dignitaries, and other distinguished guests while ensuring that all presidential events reflect the College's standards of excellence. The assistant works closely with the President and campus partners to oversee event logistics, executive hospitality, donor stewardship activities, and special projects that strengthen relationships with key constituents and enhance the College's reputation.

ESSENTIAL

FUNCTIONS

• Plan, coordinate, and execute presidential events of varying size and complexity, ensuring exceptional guest experiences and flawless execution from concept through post-event evaluation.
• Manage all event logistics, including venue selection, room layouts, catering, audiovisual needs, décor, transportation, guest accommodations, registration, and event staffing.
• Develop and manage event budgets; obtain competitive bids, negotiate with vendors, review contracts, and ensure events are delivered within approved budgets.
• Build and maintain productive relationships with campus departments, vendors, community partners, and external service providers to ensure successful event execution.
• Coordinate presidential ceremonies, donor events, Board of Directors meetings, commencement activities, dedications, lectures, and other high-profile institutional events.
• Oversee event timelines, plans, and contingency planning to identify and resolve issues before and during events.
• Ensure that all presidential events consistently reflect Benedictine College's mission, hospitality, brand standards, and commitment to excellence.
• Collaborate closely with the President, Senior Executive Assistant to the President, Events Team, Advancement, Marketing & Communications, Facilities, Dining Services, Campus Ministry, and other campus partners.
• Coordinate executive hospitality for presidential guests, visiting dignitaries, trustees, donors, speakers, and other VIP visitors, including lodging, meals, transportation, itineraries, gifts, receiving guests, and personalized guest experiences.
• Support donor stewardship efforts by coordinating stewardship events, donor recognition activities, special campus visits, and personalized hospitality experiences that strengthen relationships with benefactors.
• Prepare reports, budget summaries, vendor documentation, and other administrative materials related to presidential events and stewardship activities.
• Direct special projects and initiatives assigned by the President.
• Participate in regular planning meetings and maintain effective communication with the President's Office and institutional stakeholders.

Requirements POSITION QUALIFICATIONS Competency Statement(s)
Communication, Oral - Oral Communication skills look at the extent to which an individual communicates with economy and clarity, actively engaging in conversations in order to clearly understand others' message and intent and receives and processes feedback. This competency asks the question “How well do you send verbal messages and listen to people’s responses in order to convey information?”
Communication, Written - Written communication skills look at the extent to which an individual writes concise, clear letters, reports, articles, or e-mails, including proofing and editing. This competency asks the question “How well do you write, edit, and proof written materials?”
Project Management - Project management skills look at the ability of the individual to demonstrate an understanding of planning, organizing, staffing, directing, and controlling work tasks. This competency asks the question “How well do you direct people and control deadlines to meet a specific goal?”
Relatio…