Associate Director of Event Operations, Signature Events – (Los Angeles, California, United States)

Associate Director of Event Operations

The University of Southern California (USC), founded in 1880, is in the heart of downtown L.A. and is the largest private employer in the city of Los Angeles. As an employee of USC, you will be a part of a world-class research university and a member of the “Trojan Family,” which comprises the faculty, students, and staff that make the university a prime place to learn, grow, and succeed.

University Advancement is committed to fostering a diverse, equitable, and inclusive culture in which all advancement staff and our stakeholders have the opportunity to connect, belong, and grow while supporting the University of Southern California’s mission, values, and goals.

The USC Alumni Association’s mission is to support the overall advancement of USC by engaging all alumni for life, building a culture of philanthropy among the Trojan Family, and being the representative voice for all USC alumni. With more than 480,000 members worldwide, the USC Alumni Association provides a wide array of programs and engagement opportunities and supports a vast system of alumni networks, support groups, and multicultural alumni organizations.

The USC Alumni Association, a department of University Advancement, is seeking an experienced, collaborative, and enterprising professional Associate Director of Event Operations to join its team. The position reports to the Director of Event Operations and works directly with the Manager of Registration Operations & Guest Experience and collaborates regularly with a broad USC Alumni Association staff and the University community to coordinate logistical, financial, communications, database and marketing aspects of USCAA events. This includes providing guidance, and supervision to assigned staff, student workers, and alumni volunteers.

The Associate Director is responsible for day-to-day management of assigned events (or assigned portions of larger events) from conception to completion within the broader USCAA Signature Events portfolio which includes, but is not limited to: Alumni Awards, the Alumni Leadership Conference, the Volunteer Recognition Dinner, Away Football Game Activities, Alumni Weekend, Homecoming, the Women’s Conference, Half Century Trojans Hall of Fame Luncheon, and other events as assigned.

This is a hybrid position under our current work arrangement plan, with the expectation of on-site presence at our main campus (University Park Campus). The position requires the ability to work a flexible schedule, including early mornings, late evenings and weekends, and to be available to work on a short notice if required. Will include occasional travel and weekend work.

Job Accountabilities:

  • Lead the planning, management, and implementation of all aspects of large-scale events, activities, and programs including vendor logistics, budgeting, scheduling, staffing, and overall coordination.

  • Serve as the primary point of contact for vendor and venue inquiries while cultivating and maintaining strong relationships with internal and external stakeholders, including clients, sponsors, and partners.

  • Supervise multi-day productions including installation and strike of event materials, including (but not limited to) furniture, tenting, staging, signage and audio-visual equipment.

  • Monitor expenses, ensure cost-effectiveness, and manage aspects of program, project, and/or event budget(s) while adhering to financial targets

  • Plans, presents and distributes event-related materials such as schedule, staffing assignments and briefings for university and/or department use.

  • Utilize Salesforce Marketing Cloud to create and draft compelling communications across multiple platforms. These communications inform, educate, and encourage registration, attendance, and philanthropy.

  • Supervise 1-2 student workers including the coordination and assignment of ongoing tasks and special projects

  • Coordinates appropriate use of University and/or department logos, emblems, and indicia.

  • Researches, facilitates negotiations and secures licenses and/or vendor and venue contracts

  • Sets appropriate deadlines to ensure timely completion of unit’s work.

  • Analyze attendee feedback, survey results, and other performance metrics to measure event success and inform future planning efforts with Director of Event Operations.

  • Supports the FightOnline registration system and guest experience.

  • Supports the development of event goals, plans and strategies; making necessary adjustments and informing higher levels of management regarding significant changes.

  • Represents University and Alumni Association at professional meetings, conferences, seminars and other events. Develops and maintains contacts with University officials, and professional colleagues.

  • Performs other related duties as assigned or requested.

Minimum Qualifications

  • Bachelor’s degree or equivalent years of experience

  • 5 years of experience

In addition, the successful candidate must also demonstrate, through ideas, words and actions, a strong commitment to USC’s Unifying Values of integrity, excellence, diversity, equity and inclusion, well-being, open communication, and accountability.

Preferred Qualifications

  • 5 years of experience in event management, hospitality, or related field.

  • Experienced providing guidance and supervision to assigned staff, student workers, and/or volunteers.

  • Ability to work independently, creatively solve problems, and perform well under pressure in a dynamic, fast-paced environment individually and as part of a team.

  • Experience in database support in Salesforce or another related program.

  • Proficient in the use of Microsoft Office Suite, Canva, Asana, and other event management tools.

Required Documents and Additional Information

Resume and cover letter required (may be uploaded as one file). Please do not submit your application without these documents.

The budgeted salary range for this position is $83,000 – $90,000. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations. 

USC has excellent benefits, including health benefits for staff & their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions once you meet Program’s eligibility; tuition benefits for staff & their family; free professional development online courses; central Los Angeles location with easy access to commuter trains, buses & free tram pick up services; discounts to football, basketball & other campus events.

The University of Southern California values diversity and is committed to equal opportunity in employment.

Minimum Education: Bachelor’s degree
Minimum Experience: 5 years

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