Job DescriptionPosition Summary:The
Executive Director for Events provides enterprise-level leadership to design and execute Vanderbilt's strategic donor, prospect, and VIP events and experiences. This role provides a level of standards, service, and support for an operating model that prioritizes a consistent and impactful guest experience that champions the concept of unreasonable hospitality.
This role leads a team of event and experience professionals while also coordinating with other DAR teams in close partnership and university partners such as University Ceremonies and Events. As a new position, it will help strengthen connections with alumni, parents, and supporters by creating meaningful experiences that highlight Vanderbilt's impact and inspire deeper engagement and giving.
Key Functions and Expected Performance:Develop and Lead DAR Event Strategy and Operating Model- DAR has multiple event planners and event-focused teams that sit with different parts of the organization; this position will provide umbrella support and coordination for all areas and directly oversee a small portfolio of events for execution
- Create and maintain a hub of support materials for use across DAR teams to enhance overall guest experiences and increase consistency: templates, checklists, process guides, invitation and registration tools and practices, policies and protocols
- Institutionalize structured post-event evaluation including assessment of outcomes, resource effectiveness, data collection and CRM practices, and support the creation of dashboards and other tools to evaluate and demonstrate the impact of events
- Champion workflow optimization and systems adoption (e.g. Wrike) and streamlining approaches to ensure appropriate team and functional awareness across university teams
- Consult regularly with team members and event planners in Alumni and Parent Engagement, Development, and other areas to foster greater collaboration, responsibility coverage, and training
Execute Top Donor and Prospect Events and Experiences- Design and execute unique events and multi-day experiences for targeted donors and prospects with an emphasis on personalized hospitality, effective usage of university leadership and faculty, and targeted fundraising strategies
- Work seamlessly across event planning teams, vendors, and DAR staff including frontline fundraisers to deliver high-touch details that feel personal and memorable while intentionally showcasing Vanderbilt's priorities, strengths, and distinctive assets
- Provide executive oversight for budgeting for a select portfolio of events and experiences with an emphasis on effective vendor management, adherence to VU contacting standards and procedures, and transparent cost controls
- Comfort providing a front-of-house host role for various activities, meals, transportation while engaging and building relationships with guests and leaders
Assess, Adapt, and Innovate - Lead and support a dynamic team focused on providing impactful experiences and delivering effective events to cultivate top-tier donor audiences in a high-performing culture grounded in unreasonable hospitality
- Seek out new ideas from other industries and spaces beyond higher education with an emphasis on creativity, exclusivity, and an entrepreneurial approach to bringing ideas to reality
- A problem-solving mindset with calm demeanor, comfortable pivoting and adapting plans as needed to meet leadership expectations and maintain positive guest experiences
- Drive proactive, data-driven communications and discussions across DAR and the wider university to help refine our operating model and adopt standards
- Provide insight and support for tactics and strategies that span communications, donor relations functions, frontline fundraising activities in addition to the events and experiences to foster a holistic approach to engaging prospects and donors.
- Other duties as assigned.
Supervisory Relationships: - This position reports administratively and functionally to the Assistant Vice Chancellor for Communications and Donor Engagement and provides direct supervision to a team of event planning professionals
Work Environment:- This position will be located in the Nashville, TN area. It will be a hybrid work environment, working in the office one day per week or more depending on business needs.
- Some overnight travel, nights, and weekends will be required.
Education and Certifications: - Bachelor's degree, or the equivalent, is necessary.
- Master's degree preferred in a relevant field (e.g., higher education administration, communications, hospitality, nonprofit leadership, business)
Experience and Skills: - 10 years of experience, or the equivalent, is necessary.
- 10+ years progressively responsible leadership in event planning, donor relations, hospitality
- Experience managing budgets, navigating vendors, and a complex portfolio of simultaneous events and activities throughout the year
- Proven ability to lead change, standardize operations, and implement systems and processes
Core Competencies:- Experience and expertise in partnering directly with President/Chancellor and c-suite leaders on high-profile events and engagements, ideally high-touch VIP experiences with measurable relationship outcomes
- Familiarity with development and engagement in a higher education context
- Executive presence, comfort briefing high-level stakeholders, and an ability to influence and persuade
- Operational rigor to create and sustain systems, templates, and evaluative tools
- People leadership and talent development; ability to manage and coach team members
