Assistant Director of Events

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Assistant Director of Events


University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title
Assistant Director of Events

Job Profile Title
Associate Director B

Job Description Summary
The Penn Champions Club serves as the Development and Alumni Relations branch of the Division of Recreation and Intercollegiate Athletics at the University of Pennsylvania. The Penn Champions Club aims to advance the Division's mission of providing world-class experiences for Penn student-athletes. Our goal is to develop and maintain relationships with alumni, family and friends to secure resources for Penn Athletics' top priorities. At the core of our daily efforts is the commitment to the holistic development of every student-athlete across each of Penn's 33 varsity sports, sport club and recreational participants. We strive to have a positive impact on the experience of current and future student-athletes while creating environments where they can become champions in the classroom, in the community and in competition. The Assistant Director of Events is an integral member of the Development and Alumni Relations (DAR) team focused on achieving the fundraising and alumni relations goals of the Division of Recreation and Intercollegiate Athletics (DRIA) with the Penn Champions Club. Reporting to the Director of Annual Giving, this individual is primarily responsible for planning, organizing, administering, and overseeing cultivation and stewardship events for the Penn Champions Club, and performs other related duties as assigned.

Job Description

The Assistant Director of Events collaborates with Penn Champions Club, Penn Athletics, and Development & Alumni Relations colleagues as well as alumni volunteers as the lead events planner of all cultivation and stewardship events for the Penn Champions Club, including: receptions, hospitality events, board meetings, galas, and more. Duties include but are not limited to planning, managing, and executing all aspects of in person and virtual events such as: creating and managing invitations and registration sites; sourcing the selection of venues, caterers, vendors, entertainment, technology, and all other event support services; managing contract review and execution process, staffing in-person events, and coordinating volunteer management. Drafting and sending all pre- and post-event communications including save the dates and event reminders. Provide excellent customer service to event attendees and have regular contact with external audiences of importance to the Division and the University including alumni, donors, volunteers, Advisors, and University leadership. Following all Penn purchasing guidelines and policies while ensuring events stay within budget. Developing planning standards, policies, and procedures for event creation and management and implements best practices learned. Creating and executing Penn Champions Club social media strategy; including creating and posting social media content. Promoting the highest levels of collaboration and teamwork and inclusivity within the Penn Champions Club and the wider University.

Bachelor's Degree required with one to three years of experience in special events planning and/or athletics or alumni relations; or the equivalent combination of education and experience. Excellent writing, communication and interpersonal skills are preferred. Preferred candidate possesses exceptional computer skills including: Microsoft (Word, Excel, PowerPoint); knowledge of constituent engagement management software, and familiarity with donor/alumni development system software is a plus (i.e. Salesforce, Atlas, etc.). Must be knowledgeable with social media platforms. Seeking a highly organized, detail-oriented and self-motivated individual with the ability to work as a member of a team within a goal-oriented environment under minimal direct supervision. Must be able to manage simultaneous projects within a fast paced environment and possess the ability to work under pressure while meeting deadlines. Frequent weekend and evening work is required. On and off campus travel for events is expected. Valid driver's license is required.

Please submit both a resume and cover letter to be considered for this position.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Division of Recreation & Intercollegiate Athletics

Pay Range
$42,953.00 - $77,315.00

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits



  • Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
  • Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
  • Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
  • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.
  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
  • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement—and you and your family can enjoy many of these activities for free.
  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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