Special Events Manager

About FIU

Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and Mac Arthur Genius Fellows.

A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.

The Special Events Manager supports the planning, coordination, and execution of a wide range of university events that advance institutional goals, strengthen community engagement, and enhance the student, alumni, donor, faculty, staff, and visitor experience. Working collaboratively with campus partners, university leadership, vendors, and external stakeholders, the Special Events Manager assists with event logistics from concept through completion, ensuring events are delivered professionally, efficiently, on budget, and in alignment with university standards.

The ideal candidate is an organized, detail-oriented, collaborative, and solutions-oriented professional with strong communication and project management skills and a passion for creating memorable, high-quality experiences in a higher education environment.

• Supports the planning, coordination, and execution of assigned events within the Department of University Protocol, Ceremonies, and Events portfolio.
• Supports major university events, including commencement, convocations, ceremonies, institutional celebrations, and other high-profile events.
• Communicates professionally and effectively with university leadership, faculty, staff, students, alumni, donors, community members, vendors, and other event stakeholders.
• Assists with event logistics from initial planning through event completion, including venue reservations, registration, RSVP and guest management systems, audiovisual and technical requirements, setup, stage and seating arrangements, catering, signage, parking, accessibility, and event timing.
• Develops and maintains detailed event timelines, production schedules, planning checklists, and other project management tools to ensure all event components are completed accurately and on schedule.
• Assists with creating detailed event run-of-show documents and production plans; supports day-of-event logistics and makes adjustments to programming, timing, or production as needed.
• Conducts or assists with venue site visits and participates in pre-event planning meetings, production meetings, rehearsals, and post-event debriefs.
• Coordinates and collaborates with campus departments, university leadership, vendors, contractors, community organizations, and external partners to ensure seamless event planning and execution.
• Assists with contracting and coordinating university and external vendor services, including catering, audiovisual and production services, rentals, transportation, security, parking, and other event-related services.
• Prepares, organizes, and reviews event materials, including agendas, programs, scripts, signage, name badges, seating assignments, guest lists, briefing materials, and event packets.
• Provides on-site event management, including setup, and serves as a key point of contact during events, ensuring that event plans are implemented effectively and that attendees and stakeholders receive a high level of customer service.
• Troubleshoots event-related issues and responds quickly and professionally to changes or unforeseen circumstances, escalating concerns when appropriate.
• Maintains accurate inventory of event supplies, equipment, materials, and other resources; coordinates replenishment and organization as needed.
• Ensures assigned events comply with university policies and procedures, safety requirements, accessibility standards, risk management guidelines, and applicable legal or regulatory requirements.

Bachelor's degree and two (2) years of related experience; OR six (6) years of related experience; OR an equivalent combination of…