Assistant Director, Event Operations

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Three (3) years of full-time professional experience with event/conference planning and/or live production experience, in a high-volume setting like universities, conference centers, hotels, or similar environments. Experience with audio-visual production. Experience with managing vendor operations. Experience with Microsoft Office Suite and/or Google applications.

Preferred Qualifications:
Bachelor's degree (foreign equivalent or higher) in Event Management, Hospitality or related field. Additional years (4+) of full-time professional experience with event/conference planning and/or live production experience, in a high-volume setting like universities, conference centers, hotels, or similar environments. Experience with event/project management software and/or virtual conference platforms. Experience with using technology to enhance event experiences.

Brief Description of Duties:
Reporting to the Director of Events, the Assistant Director for Event Operations will play a crucial role in orchestrating exceptional events for our university. This role showcases passionate dedication and an unwavering commitment to delivering unparalleled, high-end event experiences. The Assistant Director will be responsible for event planning and production from conceptualization, stage design and execution.
The ideal candidate should have a keen eye for detail, and thrive in a dynamic and collaborative environment. Must have the ability to work independently and also engage with various internal and external stakeholders to ensure flawless execution. This role requires poise, leadership, excellent project management skills, organizational expertise, and strong communication abilities. Incumbent must have experience with proposing and articulating creative stage design ideas, as well as experience with the supervision of event material deliveries, management of event inventory/props, and coordination of the logistics for all event-related materials. Proven ability to lead events, manage multiple projects concurrently, and excel in fast-paced, deadline-driven scenarios with cross-functional teams. Vital to this role is excellent verbal and written communication skills with acute attention to detail, and strong organizational skills.

University Events

• Responsible for the end-to-end management of event planning and production, starting from the initial conception phase through to execution by ensuring all necessary elements are in place.
• Collaborate with the Director to craft cutting-edge events, tailoring strategies and content for maximum impact. Seek innovative methods to captivate attendees through new technology and interactive content.
• Manage programs hands-on, fostering effective communication and collaboration across university departments to meet project deadlines. Utilize analytics to track success, identify opportunities, and address issues, continuously refining future event plans based on insights.
• Conduct site visits to assess venue capabilities and collaborate with AV vendors and key stakeholders to design floor plans that adhere to University compliance.
• Propose and communicate imaginative stage design ideas and concepts with respect to event budget.
• Oversee vendor operations, including vendor selection and engagement, on-site management, as well as efficient load-in and load-out coordination.
• Supervision of event material deliveries, management of event inventory/props, and coordination of the logistics for all event-related materials.
• Must be proficient in coordinating components of video recording/live stream, closed captioning, teleprompting and webinars.
• Produce detailed production schedules and lead planning meetings, collaborating closely with directors on scripts and run-of-show components.
• Identifying potential risks and developing contingency plans to mitigate them.
• Ensuring compliance with necessary permits, University, state/local requirements.
• Secure University venues and offsite venues as needed.
• Responsible for procuring and overseeing event related signage (parking areas, banners, step & repeat).
• Assist with event invitee management and printed materials as needed.
• Assist Director with scripts and briefing documents.
• Create support staff training materials/manuals and conduct training sessions as needed.
• Post-event, analytical skills will come into play to conduct evaluations, gather feedback, and create comprehensive reports to assess the success of the event and identify areas for improvement, contributing to a continuous refinement of the event production process.

Commencement

• The Assistant Director will plan all aspects of commencement logistics and production.
• Lead planning meetings, collaborate with campus partners for floor plans and stage design.
• Coordinate and oversee all aspects of candidate line up area logistics, including signage.
• Oversee all volunteer staff assignments and facilitate briefings.
• Responsible for overseeing and facilitating convocation schedules with the events team.
• Oversee and facilitate special requirements and rentals.
• Oversee event signage and applicable rentals.
• Manage event layout footprint, procure rentals, and coordinate vendor deliveries.
• Oversee signage installation and candidate lineup rehearsals.
• Serve as on-site contact, ensuring vendors and stakeholders are prepared.
• Assist events team with Grad Day production as assigned.
• Collaborate with Directors on event budgets, post-event financial processes, and the procurement of a five-year audio-visual contract for Commencement.
• Conducting continuous research to ensure optimal pricing for vendor services.
• Assist with other duties as assigned by the Director.

Event Planning

• Plan Annual, one-time and VIP events as assigned by the Director.
• Support RSVP's and customer service for University Events as needed.
• Lead new technology initiatives within the department to escalate the overall guest experience.
• Serve as the department's point of contact for webinars.
• Assist with print related materials, confirmation emails and script distribution as needed.

Technical and Stage Management

• Collaborate with the Director of Events and team to conceptualize and infuse fresh perspectives into the vision of our events, working with internal teams and vendors to bring innovative concepts to fruition, and crafting visuals and presentations for leadership.
• Develop compliant floor plans and stage dimensions/renderings with respect to CPDC and COM Excel in managing technical aspects and creatively contributing to stage design.
• Coordinate and execute audio-visual elements for captivating events, integrating the latest technologies seamlessly. Collaborate with the Events team to design event decor.
• Ensure AV setup aligns with the overall design concept and meets technical requirements.
• Quickly troubleshoot technical challenges for smooth productions.
• Collaborate effectively with the production team, including lighting designers, event planners, and technical staff.
• Responsible for final presentation and script distribution to appropriate stakeholders as needed.
• Ensure stage branding is compliant with MARCOM and University guidelines Coordinate deliveries and storage of event related materials.
• Stay updated on industry trends by attending conferences as budget allows and conducting continuous research.

Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:
This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

In addition to the employee's base salary, this position is eligible for $3,400 UUP annual location pay, paid biweekly.

Evening and/or weekend work may be required at times.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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