Assistant Director Special Events New

About Fiu

Florida International University https://fiu.edu/ is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and MacArthur Genius Fellows. A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.

Overview

The Assistant Director provides leadership and operational support within the Office of University Protocol, Ceremonies, and Events and is responsible for the planning, coordination, and execution of a diverse portfolio of institutional events that advance the university's mission, strategic priorities, and institutional image. This position leads complex and high-profile events, provides guidance and consultation to university units and colleges, and ensures that events reflect the standards, protocols, traditions, and expectations established by university leadership. Working closely with the Executive Director, the Assistant Director oversees events from conceptualization through post-event evaluation. Events may include lectures and visits by distinguished dignitaries, town hall meetings, university conferences, groundbreaking and ribbon-cutting ceremonies, galas, institutional celebrations, commencements, convocations, and other major university events.

• Manages and executes an assigned portfolio of institutional events within the Department of University Protocol, Ceremonies, and Events.
• Oversees the complete event planning process from conceptualization through execution and post-event evaluation, ensuring that events are professionally delivered, achieve established objectives, and reflect university standards.
• Leads or assists with the planning and execution of complex, high-profile, and institutionally significant events, including visits by distinguished dignitaries, lectures, town hall meetings, conferences, groundbreaking ceremonies, ribbon-cutting ceremonies, galas, institutional celebrations, commencements, convocations, and other events as assigned.
• Provides event planning expertise, leadership, and consultation to colleges, departments, and university units planning or participating in institutional events.
• Ensures events are aligned with the universitys mission, institutional priorities, brand, and standards of professionalism.
• Oversees event logistics, including venue selection and reservations, catering, audiovisual and technical requirements, parking, transportation, décor, staging, seating, registration, signage, security, and other event-related services.
• Develops comprehensive event timelines, production schedules, planning checklists, event agendas, speaking programs, and detailed run-of-show documents.
• Coordinates event schedules and communicates expectations, deliverables, and deadlines to all internal and external stakeholders.
• Conducts and/or participates in site visits, planning meetings, production meetings, rehearsals, and event briefings.
• Oversees event setup, production, and day-of-event operations to ensure that all components are executed according to plan.
• Anticipates potential challenges and develops contingency plans to address logistical, operational, scheduling, or production issues.
• Makes real-time decisions and adjustments during events to ensure continuity, professionalism, and a positive experience for attendees, speakers, university leadership, and other stakeholders.
• Oversees the support and coordination of event staff, coordinators, volunteers, and other personnel during events.
• Supports major university events, including commencement, convocations, and other university-wide programs as assigned.
• Develops, monitors, and manages event budgets to ensure expenditures remain within approved allocations and financial policies.
• Negotiates with vendors and service providers to obtain cost-effective solutions while maintaining quality and meeting university standards.
• Establishes and maintains strong working relationships with university leadership, administrators, faculty, staff, students, alumni, donors, community members, vendors, and external partners.
• Collaborates with marketing, communications, creative, and design teams to develop event-related materials, including invitations, promotional materials, digital communications, social media content, videos, signage, programs, and other materials.
• Provides guidance to ensure event communications and promotional materials appropriately reflect the universitys brand, image, mission, and institutional standards.
• Serves as a departmental representative in the absence of the Executive Director, as assigned.
• Supervises daily team operations and directly manages personnel within the unit.
• Ensures events are planned and executed in accordance with university policies, procedures, protocols, safety requirements, accessibility standards, risk management guidelines, and applicable regulations..

Minimums

Bachelor's degree in business, education or related field and four (4) years of related work experience or Master's degree in business, education or related field and two (2) years of related work experience.

Desired Qualifications

• Experience working in higher education, nonprofit, or institutional event planning.
• Knowledge of event planning, production, logistics, and project coordination principles and practices.
• Familiarity with event registration systems, CRM platforms, or project management software.
• Strong knowledge of the planning and execution of complex institutional and high-profile events.
• Strong knowledge of the planning and execution of complex institutional and high-profile events.
• Experience planning and executing high-profile institutional events involving university leadership, dignitaries, donors, alumni, or other prominent guests.
• Ability to perform duties that involve frequent walking, standing for extended periods during events, and occasional lifting and transporting of event materials.

Job Category

• Administrative

Advertised Salary

70,000-75,000

Work Schedule

Begin time: 8:30 AM End time: 5:00 PM

Working Condition(S)

• Operating University Vehicles (all types)

Pre-Employment Requirements

• Driver's License Check
• Criminal Background Check

Other Information

• Must attend meetings off campus and occasionally attend functions on weekends and evening
• Ability to travel locally and nationally.
• Ability to work flexible hours as needed.
• Ability to work occasional evenings, weekends and at locations outside of the University

How to apply

Current Employee As a current employee, you must log into Employee Self Service (ESS) to apply for this and any other internal career opportunity of interest. In this account, you are able to track your applicant status in " My Applications ". To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing. Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume/ curriculum vitae, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume into one attachment. Attached documents should be in Microsoft Word or PDF format. *This posting will close at 12:00 am of the close date. Prospective Employee If you have not created a registered account, you will be asked to create a username and password for use of the system. It is recommended that you provide an active/valid e-mail account as that will be the main source of communication regarding your status within the process. In this account, you are able to track your applicant status in " My Applications ". To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing. Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume/curriculum vitae into one attachment. Attached documents should be in Microsoft Word or PDF format. All applicants are required to complete the online application including work history and educational details (if applicable), even when attaching a resume. *This posting will close at 12:00 am of the close date.

Disclosures

Clery Notice In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act https://www.clerycenter.org/the-clery-act, the University Police department at Florida International University provides information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three (3) calendar years. The FIU Annual Security report is available online at: https://police.fiu.edu/download/annual-security-fire-safety-report/. To obtain a paper copy of the report, please visit the FIU Police Department located at 885 SW 109th Avenue, Miami, FL, 33199 (PG5 Market Station). Pay Transparency Florida International University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. Notice of Non-Discrimination FIU is a State University System of Florida member, Equal Opportunity, Equal Access, and Affirmative Action Employer for individuals with disabilities and veterans. All qualified applicants will receive consideration for employment decisions, programs, and events without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding non-discrimination, contact FIU's Office of Civil Rights at 305.348.2785 or email [email protected]. Reasonable Accommodation Statement Should you need an ADA accommodation to participate in a University event, program, or activity or need to request materials in an accessible format, please contact FIU's Office of Civil Rights (OCR) at 305-348-2785 or [email protected]. All requests for ADA accommodation or accessible materials for this event must be submitted to OCR at least seven (7) business days prior to the event or at the earliest possible opportunity.