Events Manager @ Vanderbilt University

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

Position Summary

The Events Manager, as part of the University Ceremonies and Events team within the Office of the Chancellor, acts as one of the department’s senior-level event planning specialists, leading and coordinating the execution of complex university events. Collaborates with campus departments to ensure the successful planning, organization, and delivery of high-profile events that align with the university's goals. Applies specialized event coordination expertise to ensure seamless experiences for all participants, from concept to post-event evaluation.

This position will report to the Assistant Director and will be responsible for mentoring junior-level event coordinators, delegating certain aspects of event projects to them.

About the Work Unit

The Office of the Chancellor at Vanderbilt University is committed to upholding the university's vision by excelling in management, strategic initiatives, and operational success. The University Ceremonies and Events team, which is part of the Office of the Chancellor, leads and executes key Vanderbilt ceremonies and events such as Founders Walk, Family Weekend, Reunion, Commencement, and other mission-critical programming. The UCE team also provides event expertise to partner offices across campus. This dynamic team is "proud but never satisfied," continually building on success to deliver higher impact events.

Key Functions and Expected Performance

• Support the execution of the university’s overall vision for signature events.
• Coordinates complex, large-scale events, providing expert guidance in all aspects of event planning, from venue selection to vendor management, execution, and post-event analysis.
• Advises senior department leadership on event strategies, designs, and execution processes, ensuring alignment with institutional priorities and objectives.
• Coordinates with internal and external stakeholders, including speakers, sponsors, faculty, students, leadership, staff, and vendors, to ensure smooth event operations and effective communication.
• Implements event management systems and processes to streamline operations and improve the efficiency of event execution across various departments.
• Mentors and provides guidance to junior event staff, coaching them in best practices for event planning, problem-solving, and client interaction.
• Provides input on the development of event budgets, forecasts, and resource allocations, ensuring that all events are cost-effective and meet financial targets.
• Oversee all aspects of an event when designated as overall lead, including registration; invitations and estimating attendance numbers; VIP stewardship; venue selection; site walkthroughs; catering; detailing the program of activities and schedule of events; and all ancillary services.
• Evaluates event performance by analyzing post-event data and conducting comprehensive reviews to identify opportunities for improvement.
• Demonstrate creative thinking and flexibility with a willingness to consider many options and take directives as necessary.
• Demonstrate a strong understanding of space and logistics and implement events plans that take these factors into account.
• Remain up to date on trending event production as well as experiential marketing trends that may impact events at Vanderbilt in ways that will further the overall brand guidelines of the University through on-the-ground events, activations, and receptions.
• Demonstrate understanding of the university’s mission, values, goals, and priorities and an ability to ensure that all are considered in developing communications and events strategies.
• Perform physical labor as needed and exhibits a willingness to do whatever is necessary at an event, be it lifting and loading, emptying trash, or serving guests as required if necessary.
• Manage multiple projects simultaneously, prioritizing and re-prioritizing tasks as needed.
• Demonstrate strong written and verbal communication skills, as well as organizational skills.
• Adhere to confidentiality and business ethics, demonstrating outstanding judgment and discretion.
• Provide execution support on events for which they are not taking the lead.
• Provide overall support as needed and assigned for department priorities.
• Work outside regular business hours as needed to perform job responsibilities.
• Perform other relevant duties as assigned.

Qualifications

• A bachelor’s degree is necessary.
• At least 8-10 years of experience in event planning, event production, project management, or a related field is necessary.
• Fluency in all Microsoft Office suite products is necessary.
• Experience in non-profit or higher education organizations is preferred.
• Knowledge of event registration or management systems is strongly preferred.
• Ability to create scale drawings is strongly preferred.
• Ability to report to work in person on the Vanderbilt University campus based on team and event needs.