The posting
Job Description
The University Event Strategist supports the planning, coordination, and execution of high-quality university events and special projects that advance the University’s mission, brand, and strategic priorities. This position manages events from concept through completion, coordinating timelines, budgets, venues, vendors, catering, audiovisual needs, décor, transportation, communications, setup, breakdown, and on-site logistics.
The role also oversees the daily operations of the Event Consortium Reserve, including maintaining and tracking event inventory, coordinating equipment pickups and returns, inspecting returned materials, organizing the event warehouse, conducting tours, and assisting university partners with event planning and resource selection.
Working collaboratively across Marketing and Communications and with departments throughout the University, the Event Strategist serves as a key resource for creating organized, engaging, and memorable experiences for students, faculty, staff, alumni, donors, and other university stakeholders.
The ideal candidate is highly organized, creative, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment. This position requires strong project management and interpersonal skills, a solutions-focused mindset, and a willingness to be hands-on with all aspects of event execution, from strategic planning to setup and breakdown.
Responsibilities
Managing the Daily Operations for the Event Consortium Reserve
The University Event Strategist is responsible for managing the Event Consortium Reserve. This includes maintaining the warehouse and its contents in an organized, safe and functioning manner that will serve our events team and other university partners (customers). This includes but is not limited to:
- Maintaining and tracking inventory
- Setting appointments with customers for pickups and returns
- Pulling inventory for customers
- Responsible for inventory inspections upon return
- Meeting with customers for tours
- Helping customers plan their event
Requires strong project management skills, creativity, and the ability to collaborate across departments to help deliver high-quality events that inspire, inform and engage stakeholders including students, alumni, donors, faculty and staff.
Event Planning and Execution
- Plan, manage and execute assigned university events and special projects
- Develop detailed event plans including timelines, budgets, and logistics to ensure the successful delivery of events
- Coordinate event logistics including venue selection, catering, AV, décor and transportation
- Ensure that events align with the University’s branding, messaging and strategic priorities
- Manage on-site event operations, addressing any issues and ensuring a seamless experience for all attendees
- Collaborate with internal marketing and communications team members to create event-related materials, including invitations, promotional campaigns and post-event follow-ups
- Responsible for set-up and breakdown of assigned events
- Ensure consistent communication with attendees providing necessary details and updates before and after
- Use event data and feedback to measure success and inform future planning
- Assisting with events assigned to other team members
Event Consortium Web-based Content Management
This position is responsible for the Events web page and shared event lists. This would include:
- Online forms
- Picture inventory with accurate inventory information
- Post-meeting content
- Current campus event list
Other duties as assigned.
Qualifications
Bachelor’s Degree in relevant area and two (2) years of appropriate experience. Relevant experience may substitute for required education. Proven ability to plan and execute large-scale events with diverse audiences, including donors and alumni. Ability to work extended hours as needed, including nights and weekends. Ability to lift, move, load, and set-up/breakdown heavy objects. Must have a valid driver’s license.
Knowledge, Skills, and Abilities
- Strong organizational and project management skills, with the ability to manage multiple events and priorities simultaneously
- Exceptional interpersonal skills, with the ability to build relationships across diverse audiences
- Creative problem-solving abilities and attention to detail
- Proficiency in event management tools, Microsoft Office suite, and donor/alumni databases
- Familiarity with budgeting, vendor contract negotiation, and fundraising strategies
- Flexibility to work evenings and weekends or extended hours as required by event schedules
- Mindset that 'no task is too small' attitude
- Must be able to thrive in a fast-paced environment where multitasking is a day-to-day reality and handle every request with the same high level of energy
Working Conditions
- While performing the duties of this job, the employee is regularly required to sit, use hands to handle or feel, and talk or hear.
- The employee frequently is required to walk.
- The employee is occasionally required to stand, reach with hands and arms, and stoop, kneel, or crouch.
- The employee must occasionally lift and/or move up to 50 pounds.
- Specific vision abilities required by this job include close vision.
Applicants must be authorized to work in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.
About Us
The University of Memphis is a leading, student-centered, urban public R1 research institution. Located in Memphis, Tennessee, on 1,160 acres. The University serves a population of nearly 20,000 students and 2,500 employees, including more than 1,000 full-time faculty members. The University offers bachelor’s degrees in more than 230 areas of study, master’s degrees in more than 50 subjects and doctoral degrees in 26 disciplines; supported an institutional record of more than $100 million in research awards for FY24; and has an operating budget of close to $500 million.
