Suites and Events Assistant Director

Description

Job Summary

The Suites and Events Assistant Director with join the VAF Suites and Events Team as an integral role for sales and event planning. This position will manage the administration and operations for the John Paul Jones and Disharoon Park suites, as well as plan certain assigned events and assist with all Foundation events. Utilizing strategic planning, hospitality and customer service to assist VAF in its efforts to steward existing donors and student-athlete alumni, recruit new donors and support the University of Virginia’s athletics programs.

Job Duties

Responsibilities

• Event Planning: Manage assigned events and assist Director with all events—to include hospitality clubs, auctions, golf tournaments, socials tour, post-season tournaments, sport reunions, special celebrations, facility dedications, donor recognitions, scholarship recognitions, etc. Manage invitation and registration to track responses and generate reports as needed. Facilitate event logistics including venue management, catering, florist, set-up, parking, transportation, hotel accommodations, gifts, audio visual support, and media coverage.

• Suite Administration: Manage operations for men’s and women’s basketball suites and baseball suites. Assist with football suite operations. Maintain or create long term or single-game lease prospect lists. Help manage suite holder databases and e-mail groups. Work with accounting on invoicing and payroll. Prepare and mail ticket packages and parking passes. Organize load-in and game-day logistics including suite staffing plan. Attend games as assigned and manage game-day operations. Follow-up with items on game-day logs—solve problems and submit work orders.
• Communication: Communicate event details using established procedures to appropriate University and Athletics administration and staff via e-mail, websites, and event summaries or proposals.

• Customer Service: Provide outstanding customer service to donors, prospects and alumni.
• Vendor Management: Manage relationships with event and suites vendors including caterers, rentals, printers, promotional materials, etc.
• Partnership: Support the Annual Fund, Stewardship and other Athletics’ units in their efforts to connect with donors and prospects via events.

• Tools: Must develop proficiency in email platforms including FanOne, registration platforms including Paperless Post and Presto, and databases including Paciolan, Advance and Evertrue.

• Budget: Assist with the development and management of the VAF Suites and Events team budget.

• Marketing: Assist in marketing of suites and events to include strategic plans, content creation and campaign execution. Update online suite holder handbook, suite staff notebooks, web presence and other marketing materials.

• Supervision: Assist Director in staffing suites and events operations. Supervise interns, volunteers, and support staff involved with events and game days.

Assist with Other Projects as Assigned

Skills Required

Knowledge, Skills, and Abilities

• Demonstrated skills, knowledge and experience in the design and execution of events
• Strong verbal, written, creative, strategic, organizational and interpersonal skills
• Success in sales or development a plus
• Ability to interact with executive-level administrations, VIPs, donors/prospects, alumni and development staff with an understanding of protocol and confidentiality
• Enjoy being part of a team approach to work
• Have above average computer knowledge and skills including Microsoft Office and online event tools
• Excellent organization skills and ability to manage multiple tasks simultaneously
• Self-starting/self-management and initiative
• 4-year college degree required
• At least three years’ experience in event planning or hospitality fields preferred

Work Schedule

Additional Info

To apply, please send a resume and cover letter to Jessica Armistead, Suites and Events Director, Virginia Athletics Foundation (jsf2y@virginia.edu).