Director of Engagement & Events

The Darden School Foundation at the University of Virginia Darden School of Business seeks a highly motivated professional to join the Office of Engagement team. The Director of Engagement and Events reports to the Senior Director of Engagement and partners with members of the Advancement and Engagement teams, in addition to numerous colleagues across the Darden Enterprise. In collaboration with the broader team, the Director of Engagement and Events provides strategic vision and planning for the overall slate of special events each fiscal year and innovates to achieve organizational and institutional goals, continually seeking ways to enhance event experiences.

The Director will develop and deliver programming and events that provide meaningful recognition, impactful connections, and enriching experiences for Darden's alumni, donors, friends, and stakeholders. The Director will oversee the strategic vision and implementation of Darden's alumni chapter strategy and volunteer engagement. The Director will demonstrate high-level event management skills, including setting schedules for annual events, creating and evaluating annual budgets, executing logistics and working with guests of honor. The Director will manage two full-time employees and act as the lead for the Advancement and Engagement team during large events, creating an inclusive and collaborative work environment.

Travel may be required, and occasional evening or weekend work may be necessary.

Primary duties and responsibilities include:

• Strategic vision and planning:
  • Curate a slate of special events programming for the Office of Advancement and Engagement, ensuring event execution with a high degree of professionalism. Events include Principal Donor Celebration, Reunion Weekend, campaign dinners, regional chapter events etc.
  • Develop, plan and execute a Reunion Weekend program that provides opportunities for meaningful connection and enriching experiences for attendees. Collaborate strategically with faculty and centers (Alumni Career Services, Batten Institute, Executive Education & Lifelong Learning) to find opportunities to highlight thought leadership and emerging ideas.
  • Develop and maintain a matrix to determine strategic involvement of faculty and students across all events for the fiscal year.
  • Plan and assist with special events within assigned territories of Major Gift Officers to advance mission and campaign goals of Darden.
  • Oversee chapter strategy and support the Assistant Director of Engagement with volunteer management and strategic programming to enable chapter growth and engagement.
  • Strategize and oversee the execution of regional events, networking opportunities, affinity and industry programming to strengthen alumni connections.
• Team leadership and supervision:
  • Manage the Alumni Event Coordinator and Assistant Director of Engagement, and create a work environment that fosters creativity, inclusivity, accountability, and innovation.
  • Ensure that the Coordinator is well-versed in event and engagement protocols, providing the necessary tools, training, and feedback.
  • Ensure that beyond special events, the Coordinator is supporting the broader team with regional events, and donor stewardship events adjacent to board meetings.
  • Provide guidance and support to the Assistant Director of Engagement, ensuring alignment with broader institutional strategies and initiatives.
  • Provide leadership to Advancement and Engagement Team as it relates to special events. Provide high-level updates at team meetings. Develop staffing plans with thoughtful considerations of resources. Serve as the point person for questions and feedback.
  • Collaborate with the Senior Director of Donor Relations and the Director of Board Relations during each weekly meeting to identify synergies and efficiencies across events.
  • Provide opportunities for team building and celebration with the Advancement and Engagement Team. Plan internal events such as the team retreat celebration, end of Fiscal Year Celebration and the team holiday party.
• Budget analysis and oversight:
  • Track event finances, submit vendor payment, invoicing, and reporting, supported by the Coordinator. Coordinate with the Operations team for gifts-in-kind or reimbursements.
  • Provide budget projections at various points throughout the year. Evaluate final expenses and make recommendations on changes to the event scope and strategy based on feedback from attendees and staff.
  • Negotiate contracts with vendors to ensure top-notch service and maximize return on investment.
• Project management and execution:
  • Aim for excellence in all aspects of event planning and execution. Develop and adhere to timelines. Continuously improve and evolve existing event protocols, plans, briefing materials and reporting mechanisms to optimize outcomes.
  • Manage relationships with third party software companies (involving Operations and IT when necessary) and provide input and feedback for the building of online registration, development of a mobile application and other features to improve the guest experience.
  • Oversee the catering process, including menu development, consideration of dietary needs of audience, coordinating pre-event tastings, managing catering contracts and overseeing additional elements of food and beverage.
  • Manage event logistics including audio, lighting, staging, video, floral, linens, set up diagrams, rentals and other needs.
  • Develop invitations and an RSVP tracking system with thoughtful inclusion of information to provide insights that will assist in achieving broader team goals. Work with Communication and Marketing on design elements and Operations on tracker development.
  • Establish, develop and maintain relationships with partner organizations, vendors, University departments and Enterprise colleagues.
• Collaboration:
  • Work with the Senior Director of Engagement and Dean's staff on calendar development, speaking requests and event briefings. Provide updates on attendees, seating charts or VIP attendees as requested. Schedule dry runs for programs such as State of the School Address and prep meetings for review prior to big events.
  • Work closely with the Darden Annual Giving team for reunion class event planning, including researching and selecting venues, determining budget, menus and staffing. Conduct site visits when alumni host events.
  • Work in conjunction with the Major Gift Officers and the Senior Director of Donor Relations to support dedications and special experiences relating to high-level donors.
  • Work closely with the Donor Relations team on the overall design and vision of each donor recognition event.
  • Collaborate with the Senior Director of Engagement and Board Relations Team to consult and advise on special board related events including Board of Trustees or Alumni Board dinners/receptions.
  • Work with the Communication and Marketing team on development of collateral for events and speaking requests. Communicate goals, audience, event details and timelines. Collect edits from stakeholders and provide timely feedback.
• Best-in-class resource:
  • Continuously improve and evolve existing event protocols, plans, briefing materials and reporting mechanisms to optimize outcomes and ensure Darden events are best-in-class.
  • Serve as a resource for other Darden and University event planners.
  • Represent Darden in communities of practice and at broader regional and national opportunities.

Successful candidates will have a proven track record that includes:

• Bachelor's Degree
• 8-10 years of experience coordinating and implementing advancement and engagement special events
• Preferred familiarity with Cvent, Advance, EverTrue, iModules, Paperless Post, Microsoft Suite.

• Displaying a high degree of emotional intelligence and diplomacy; is strategic, calm under pressure and has a guest-first mindset. Ability to adapt to in-the-moment challenges and make quick decisions consistent with Darden's standards.

• Possessing expert knowledge of event logistics and ability to execute all aspects of events with professional and sophisticated presentation.

• Ability to inspire and lead non-direct reports, as well as motivate and manage direct reports, acting as a resource, providing support and encouraging growth opportunities.

• Proven ability to operationalize client or organizational goals, following policies and procedures and adhering to regulatory guidelines.
• Demonstrating excellent oral and written communication in managing relationships, developing clear planning documentation and conveying timeline to multiple stakeholders.

• Superior attentiveness to detail and ability to prioritize and manage multiple tasks simultaneously.

• The ability to collect, analyze and interpret information for senior University leaders.

• Possess creativity, solve problems independently and work well with others in a team-oriented organization.

Please attach a cover letter and resume when applying for this position.

The Darden School Foundation is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, sex (including sexual orientation and gender identity or expression), national or ethnic origin, race, religion, pregnancy, veteran status, or genetic information. We participate in E-verify.