Events Associate - San Francisco Bay University

About San Francisco Bay University:

San Francisco Bay University (SFBU), a nonprofit, WASC-accredited, university situated in the heart of Silicon Valley in Fremont, California, seeks an innovative and experienced Events Associate. SFBU’s mission is to offer inclusive, innovative, and inspirational education for lifelong careers and our vision is to set the standard as a national model of higher education in service of the common good.

At SFBU, students come first. We prioritize students’ needs by fostering personal engagement among students, faculty, and staff. We are committed to providing affordable quality education with a deep commitment to diversity, equity, inclusion, and social justice.

We encourage you to learn more about SFBU by reviewing our strategic plan at https://www.sfbu.edu/strategic-plan.

Position Summary:

SFBU is seeking an experienced, professional part-time Event Associate to play an integral role in delivering smoothly-run, memorable event experiences for students, employees, university partners, and guests. The Event Associate provides planning and support for events both small and large, internal and outward-facing. You’ll put your experience, organization, and communications skills to work alongside a group of enthusiastic, collaborative colleagues with a passion for our mission. This is a full-time, exempt, 37.5-hour-a-week position, located in Fremont, CA.

Salary Range:

$70,000- $84,000, depending on experience. 

Primary Responsibilities:

• Collaboratively plan and execute inward- and outward-facing events that range from small student and VIP events to the annual Commencement ceremony.
• Initiate and lead meetings with stakeholders to map the scope and format of events.
• Assist departments in bringing their vision to life and building plans for successful event execution.
• Foster trust by initiating and nurturing relationships and providing subject matter expertise.
• Communicate and coordinate with the Facilities and Information Technology teams to ensure needs are met.
• Coordinate logistics including calendaring, venues, food and beverage, IT and AV, decor, presentations and printed materials, parking and contingency planning, as applicable.
• Help design event themes, style and overall direction in alignment with brand guidelines.
• Collaborate with Marketing and Communications for event promotion, as applicable.
• Help curate the attendance and participation of event hosts, leadership staff, guest speakers, and VIPs.
• Assist with event logistics including floor schematics, setup/cleanup, event timelines, staffing plans and vendor relationships for large-scale or VIP events.
• Maintain a library of event plans and post-event feedback notes for planning repeat or annual events.
• Maintain positive relationships with partners including executive and operational staff, security, and administrative support.
• Demonstrate respect and understanding for the diversity of co-workers, students, visitors, volunteers and audiences.
• Understand and ensure compliance with policies regarding safety, security, emergencies and accessibility.
• Serves as event liaison to internal and external constituents.
• Other job duties as assigned.

Required Qualifications:

• Bachelor's degree in a relevant field, such as hospitality, event management, or business administration.
• 2-3 years of relevant experience in events planning or public relations, preferably in higher education and/ or nonprofits.
• Working knowledge of principles, practices, and methods of event planning.
• Strong project and time management and organizational skills.
• Ability to manage and prioritize multiple projects in a fast-paced environment.
• Outstanding interpersonal and relationship-building skills with a diverse range of internal and external partners.
• Excellent verbal and written communication skills with customer service mindset.
• Ability to collaborate with cross-functional teams.
• Experience with team facilitation and managing volunteers.
• Quick thinker, good at problem-solving on the fly and demonstrating grace under pressure.
• Experience developing event budgets and meeting budget goals.
• Fluency in Google and Microsoft Office Suites, Adobe Acrobat and Canva.
• Schedule flexibility for occasional evening or weekend events.
• Maintain positive demeanor in team-oriented environment

Work Environment & Physical Demands

• Job duties typically performed in an office environment.
• Physical demands may include lifting up to 20 lbs, bending, sitting, driving.
• The employee is occasionally required to sit or stand for long periods.

Application Process:

The supervisor/ appointing authority will decide what makes the most sense in this section.

1. For full consideration, please submit your completed application, a letter of interest that  describes your experiences based on the stated responsibilities, and your demonstrated commitment to diversity, equity, inclusion, and social justice. Current CV/ resume. Names and contact information of 3 references.

This position description is not intended to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time, with or without notice.

SFBU is an Equal Opportunity / Affirmative Action Employer: SFBU is committed to providing equal employment opportunities for all employees and applicants for employment. SFBU does not discriminate in employment opportunities or practices based on race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation or any other characteristic protected by law.