Events Lead

About this role

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University

Department:

School of Public Affairs

Time Type: Full time Job Type: Regular FLSA Status: Exempt Work Modality:

Full On Campus Presence Union:

Excluded

Job Description:

Summary:

The Events Lead is responsible for overseeing and coordinating events, providing administrative support, and assisting with marketing and social media for the events, meetings, and conferences in support of and aligned with the School of Public Affairs’ strategic goals and mission. They are responsible for successful project management in events of all sizes.  This position develops and implements concepts, executes, and follows up on all aspects of programs and events. 

The incumbent works collaboratively with administrators and faculty/staff within SPA, other offices on campus, and external constituents. The Events Lead is the direct supervisor of the Events Coordinator and may also manage student workers and other part time staff as needed to handle logistics related to particular events.

Essential Functions:

1.) Event Planning • ​ Collaborates with the Dean and the SPA Events team to ensure events align with the School of Public Affairs’ vision and strategic goals. Leads the planning process by managing date selection, conducting site visits and venue research, reserving rooms and accommodations, facilitating planning meetings, developing budgets, coordinating contracts, and creating contingency plans. Oversees coordination of catering, IT, A/V, photography, videography, and printed materials. Works closely with speakers and VIPs during the planning phase to confirm logistics and expectations. Creates timelines, checklists, and production schedules that detail all event activities. 

2.) Event Implementation • Handles the effective execution of events, programs, and activities from setup through wrap-up. Manages day-of logistics, including vendor coordination, on-site troubleshooting, A/V and IT support, catering execution, and guest services. Oversees agenda delivery, speaker support, managing registration, and time management during the event. Ensures smooth event close-out, including budget reconciliation, reporting, and post-event evaluations. 

3.) Event Technology Support • Serve as the SPA administrator for the SPA Swoogo event management software. Provide technical support for in-person, virtual, and hybrid events to ensure seamless delivery. Coordinates A/V needs including microphones, projectors, video recording, livestreaming, and presentation displays. Serves as the point of contact for IT support and works with the Director of Technology to confirm equipment setup, connectivity, and compatibility. For virtual and hybrid events, manages platform selection, setup, and troubleshooting (e.g., Zoom, Teams, webinar tools), supports speaker tech checks, and oversees live moderation. Ensures recordings and digital assets are archived and shared appropriately post-event. 

4.) Staff Management • Supervises and coordinates the work of the Event Coordinator and all part-time employees. Responsibilities include interviewing, training employees; planning, assigning, and directing work; appraising performance; addressing complaints and resolving problems. 

5.) Budget Management • Manages event-related budgets from initial planning through reconciliation. Works with the Dean, SPA Events team, and other stakeholders to establish budget projections for each event or program. Tracks expenses and ensures spending aligns with approved budgets, financial policies, and university guidelines. Coordinates vendor payments, purchase orders, and contract processing in collaboration with finance and procurement teams. Maintains accurate records of expenditures and supports financial reporting, reimbursement processing, and post-event budget reconciliation. Work with the Asst. Dean for Budget and Administration for any events requiring the collection of fees to ensure all revenue is appropriately collected and reconciled. 

6.) Event Marketing • Coordinates with colleagues in SPA Marketing and Communications to outline promotion plans for assigned events. The Events Lead uses Swoogo event management software, as well as collateral material related to events and their promotion.  

7.) Other Duties as Assigned

Supervisory Responsibility: • The incumbent is the direct supervisor of the Events Coordinator and may also manage student workers and other part time staff needed to handle logistics related to particular events.

Position Type/Expected Hours of Work: • Full-time.

• 35 hours per week.

• Must be available to work evenings and occasional weekends. 

• Hours for this salaried position are not regular and require a flexible approach to accommodate events and deadlines.

• This position works fully on-campus.

Salary Range: • $70,000.00 - $85,000.00 annually.

Required Education and Experience: • Bachelor's degree or equivalent in training and experience.

• 5 - 8 years experience in event management and execution or the equivalent in education and experience required.

• 3 - 4 years experience managing internal and external events, coordinating logistics, and marketing events to stakeholders in a year-round, complex, ambiguous environment with an extremely high volume.

• 1 - 3 years supervisory experience required.

• Strong knowledge of event planning, logistics, budgeting, and marketing required.

• Demonstrated ability to manage multiple events at various stages simultaneously required.

• Familiarity with event industry trends, terminology, and systems required.

• Experienced in Zoom webinar and meeting tools required.

Preferred Education and Experience: • Understanding of alumni relations, development, and/or special event programming preferr

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