Events Specialist, Helen Diller Institute Jewish Law and Israel Studies

Job Details

Job

Location:

Main Campus – Berkeley

Employment Type:

Full Time

The Events Specialist supports events planning and communication for the Helen Diller Institute team, working closely with the executive director, the marketing and communications specialist, and other staff to plan and execute events and ensure they are well marketed and publicized.

• Event Planning & Program Coordination: Plans, organizes, implements, and publicizes virtual, hybrid, and in‑person events of varying size and complexity, including lectures, symposia, conferences, colloquia, workshops, trainings, information sessions, and VIP briefings that support the mission of the Helen Diller Institute.
• Participates in the planning and execution of larger or more complex events, assuming responsibility for designated event components such as catering, transportation, registration, or onsite logistics.
• Assists with the development of new programs, resources, and engagement initiatives that advance the Institute’s academic and student‑focused mission.
• Performs other duties as assigned.
• Event Operations & Logistics: Administers event logistics from inception through completion, including venue coordination, room reservations, participant registration, catering, parking, and transportation.
• May assist with travel arrangements, travel and entertainment reimbursements, vendor payments, and event budgets, ensuring compliance with University and departmental policies and procedures.
• Coordinates A/V, media, and technical support for events, seminars, and programs, including collaboration with campus partners and external vendors to ensure successful event execution.
• Scouts and evaluates potential venues, vendors, and service providers for future programs and events.
• Oversees operational and administrative support for events, including supervising and directing student assistants, temporary staff, and volunteers involved in program and event activities.
• Communications, Marketing & Outreach: Supports the development and implementation of event communications and marketing strategies to increase program visibility and engagement, including managing website content, calendars, listservs, registration platforms, Constant Contact communications, and event‑related social media campaigns.
• Creates and coordinates promotional materials for Institute programs and events, including event flyers, digital advertisements, and branded communications; collaborates with external graphic designers and media vendors on paid advertising and outreach initiatives.
• Conducts outreach and maintains relationships with campus departments, faculty, invited speakers, alumni, community partners, and vendors to support programmatic and event objectives.
• Assists in maintaining communications calendars and project timelines.
• Data Management & Reporting: Gathers, maintains, and analyzes program participation and engagement data; updates alumni and stakeholder databases and prepares reports, analytics, and communications metrics to support program assessment and strategic planning.
• Tracks event registration and attendance numbers.
• Prepares event surveys and gathers survey data; may also supervise or direct student workers in this work.
• Coordinates post‑production and publication of event recordings, including managing recording transactions for ADA compliance; supports podcast audio, transcripts, and uploads.

• Working knowledge of concepts, principles, and practices of event planning and production and public relations.
• Working knowledge of and/or ability to learn the campus, its programs, policies, mission, goals, objectives, achievements, and infrastructure.
• Solid organizational skills with demonstrated ability to prioritize and coordinate several projects simultaneously with demanding time frames.
• Highly effective written and oral communication and interpersonal skills to successfully interact with diverse constituents and present information in a manner appropriate for the audience.
• Good judgment and effective decision‑making and problem‑resolution skills, including skill to recognize and deal effectively and appropriately with…