Events Management Officer  

Summary of Work Activities and Responsibilities:

The Events Management Officer II leads the overall coordination, implementation and evaluation of all advancement and engagement events that promote the mission, priorities, and relationships of the University with its key stakeholders. The position ensures that all events are strategically-planned, efficiently executed, and aligned with the objectives and priorities of the Office of University Development and Alumni Affairs (OUDAA). It supports the University’s continuing advancement and engagement efforts by ensuring the smooth delivery, quality standards, and consistency of all OUDAA-led activities and events. The position coordinates closely with the Leadership team of the OUDAA, and requires the capacity to innovate, providing fresh ideas and solutions to enhance event experiences, increase participation, and maximize the University’s visibility and stakeholder engagement.

Main Duties and Responsibilities

I. Event Conceptualization and Planning

• Coordinates and reviews all OUDAA event plans to ensure that each activity supports the University’s advancement and en, for the endorsement and approval of the Director
  • Reviews event plans and outcomes across all OUDAA teams for coherence with institutional strategies
• Participates in program conceptualization discussions to provide inputs on event format, feasibility, venue suitability, timelines, and budgetary requirements
  • Translates approved program concepts into operational event plans, detailing logistics, suppliers, technical requirements, manpower, and scheduling
  • Coordinates with the Data and Systems Team for guest list generation, invitation dissemination, and tracking of participation and engagement metrics
• Develops a comprehensive annual events calendar in consultation with the Alumni Formation and Services, Alumni Engagement and Networking, and Donor Stewardship Teams to ensure alignment of all advancement events with OUDAA’s strategic goals o Reviews and aligns event plans across teams to avoid overlaps and ensure that activities complement one another and support the University’s ongoing engagement priorities

II. Event Implementation and Coordination

• Oversees and ensures quality implementation of all events under OUDAA, including those managed by other teams, to maintain alignment with University standards and event protocols

• Leads the end-to-end implementation of large-scale University-wide events directly managed by OUDAA

III. Event Post-Evaluation and Reporting

• Initiates and oversees the post-event review process across all OUDAA teams, ensuring that evaluations are conducted systematically and that results are consolidated to inform future planning and improvement
• Collates and analyzes data on attendance, engagement, and satisfaction to assess event effectiveness and alignment with objectives
• Ensures that all event-related data, such as participation metrics and engagement outcomes, are accurately recorded in the University’s CRM (Customer Relationship Management) system for follow-up, reporting, and long-term relationship management

IV. Event Promotion and Communications

• Works with the University Marketing and Communications Office (UMCO) and OUDAA teams to develop and implement promotional strategies that enhance participation and visibility
• Ensures that all event communications, collaterals, and visual materials adhere to the University’s branding and messaging standards in coordination with UMCO

V. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative

Knowledge, Skills, and Abilities:

• Strategic and Institutional Alignment: Demonstrates understanding of the University’s advancement goals and the LID 2030 campaign, ensuring that all events contribute to the institutional mission and strategic priorities
• Event Management and Production: Skilled in planning, organizing, and implementing a wide range of events from conceptualization to post-event evaluation, including large-scale and multi-stakeholder events
• Collaborative Leadership: Able to guide, coordinate, and oversee event implementation across multiple OUDAA teams while ensuring strategic coherence and operational consistency
• • Creative Planning and Direction: Provides creative input in program design and event storytelling to enhance audience experience and engagement
• Brand and Messaging Coordination: Ensures adherence to University branding, tone, and communication standards in partnership with the University Marketing and Communications Office (UMCO)
• Project and Operations Management: Competent in managing logistics, technical requirements, suppliers, budgets, and timelines to ensure efficient event delivery
• Stakeholder Coordination: Strong interpersonal and organizational skills in working collaboratively with internal and external partners, including vendors, alumni, donors, and University offices
• Event Evaluation and Data Analysis: Designs and administers evaluation tools, gathers and interprets feedback, and uses data insights to strengthen future event planning and engagement efforts
• CRM and Data Management: Proficient in maintaining accurate event and participant records in the University’s Customer Relationship Management (CRM) system for reporting and follow-up
• Communication Skills: Excellent verbal and written communication skills, capable of drafting reports, event scripts, and promotional materials with clarity and alignment to University standards
• Technological Savvy: Comfortable using digital tools, online platforms, and event-related technologies for registration, communications, and engagement tracking
• Research and Benchmarking: Capable of researching best practices from other universities or organizations and applying insights to enhance event design and delivery

Education and Experience Requirements:

• Bachelor’s degree in Communications, Marketing, Event Management, Business, or related field

• At least 2–3 years of experience in event planning, corporate communications, alumni relations, or advancement activities

• Experience in a university or non-profit environment is an advantage
• Familiarity with donor or alumni stewardship practices is a plus