Associate Director, Special Events (Hybrid)

Department: Alumni Relations & Development
Salary/Grade: EXS/8

Job Summary:

The Associate Director acts as a key strategic collaborator with both the Special Events team in Alumni Relations and Development and the Office of the Board of Trustees. This role is responsible for planning, managing, and executing high-profile events for the University, including those involving the President, Board of Trustees, and other key stakeholders. The Associate Director manages all logistical aspects of events-both on and off campus-including budget management, vendor coordination, and venue logistics. This role also plays a role in organizing major institutional gatherings such as Commencement and athletic events, ensuring seamless execution through collaboration with internal teams and external partners. This position may also supervise support staff and temporary workers, providing mentorship and operational oversight to achieve exceptional event outcomes. This position reports to the senior director of Special Events in Alumni Relations and Development.

For full consideration, please submit a cover letter with your resume.

*Note: Not all aspects of the job are covered by this job description.

Specific Responsibilities:

• Develops and implements event strategies aligned with institutional goals, ensuring consistency, impact, and stakeholder engagement across all events.
• Plans and leads high-level events involving the President, Board of Trustees, and other high-level guests, both on and off campus.
• Manages event logistics for Board of Trustees meetings, events, and off-site retreats, including setting deadlines and delegating responsibilities to ensure successful execution.
• Oversees all logistical aspects of events, including venue management, catering, decor, audiovisual needs, invitations, and vendor negotiations.
• Provides on-site event management, manages event budgets, timelines, post-event reconciliation, and coordinates follow-up.
• Coordinates and manages third-party vendors (e.g., catering, A/V), site visits, and venue logistics in collaboration with campus partners and external stakeholders.
• Creates and manages events for faculty, students, staff, alumni, and other key stakeholders.
• Supports major institutional events, such as Commencement and Athletic events, including Big Ten and Bowl-related activities that occur annually.
• Partners with internal departments and external stakeholders to align event goals, share resources, and ensure successful execution.
• May mentor and manage support staff and temporary workers, offering guidance and support to meet event and administrative objectives.
• Participates in event-related travel as needed.

Miscellaneous

Performs other duties as assigned.

MINIMUM QUALIFICATIONS (EDUCATION, EXPERIENCE, CERTIFICATIONS, SKILLS)

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• 4 years special events, development, marketing, sales or the equivalent experience is required.

PREFERRED QUALIFICATIONS (EDUCATION, EXPERIENCE, CERTIFICATIONS, SKILLS)

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
• Understanding Social Tables and/or other seating software.
• Experience planning events at an academic institution.

Target hiring range for this position will be between $75,000 - $82,500 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.