Logistics and Events Manager

June 7, 2024

Position Title: Logistics and Events Manager
Department: Office of the President
Reports to: President & CEO
Status: Full-time/Salaried

ABOUT CLAREMONT LINCOLN UNIVERSITY

VISION: A world transformed by ethical leaders and engaged communities.
MISSION: Claremont Lincoln University unlocks the potential of current and future leaders who seek to address significant social, economic, and environmental challenges.
VALUES:

Excellence in Education and Student Success – By fiercely supporting student success, we pioneer the future of learning and leadership. To promote excellence in teaching and learning, we champion scholar-practitioner expertise as vital to the effectiveness of our Claremont Core® and programs. Through our commitment to highly engaging curricula and teaching, we ensure that active learners become transformative leaders.

Catalysts for Change – Committing to innovative thinking about the purposes and practices of learning, we champion our mission and educate for change, focusing on action and impact. Responding to current and future challenges, we embrace new ideas and novel solutions to transform the world through ethical leaders and engaged communities.

Ethical & Responsible – Through mutual accountability and ownership, we educate and lead with ethics, integrity, and sustainable business practices. Dedicated to academic integrity and equity, we foster measured, reasonable, and intentional dialogue and collaboration.

Diversity and Inclusion – To sustain CLU’s distinctiveness, we cultivate a culture of inquiry, inclusion, and trust for robust dialogue and lasting collaboration. By valuing different perspectives, we encourage rich and expansive engagement that leads to creative, collective outcomes.

PURPOSE OF THE POSITION

Reporting to the President & CEO, the Logistics and Events Manager organizes, maintains, and manages inventory and deployment of university equipment, materials, gifts, and store items. The manager also plans, organizes, and executes a wide range of university and partner events. The successful candidate will work closely with various CLU departments, team members from the Lincoln Institute of Land Policy (LILP), external vendors and partners, and stakeholders to ensure the smooth execution of materials, equipment, and events that enhance CLU’s engagement and community outreach.

ABOUT THE POSITION

Responsibilities:

All responsibilities are presumed to reflect the effective implementation of best practices. Technology will be leveraged as an enabler whenever practical.  Internal controls will be installed to ensure that all activities comply with acknowledged standards of fiduciary due care, non-conflicts of interest and confidentiality.

Event Planning and Management:

  • Provide support for both hosted and attended conferences.
  • Coordinate all aspects of event planning, including budgeting, logistics, scheduling, and vendor management.
  • Develop detailed event plans, timelines, and checklists.
  • Manage schedules across events, meetings, and conferences.
  • Develop and manage event budgets, ensuring events are cost-effective and within financial constraints.
  • Track expenses, process invoices, and ensure timely payment to vendors, partners, and service providers, working closely with the business office and accounts payable.
  • Ensure all events comply with CLU policies, safety regulations, and legal requirements.

Collaboration and Communication:

  • Collaborate with staff, faculty, and external partners to understand event requirements and objectives.
  • Coordinate with conference organizers and manage all staffing requirements.
  • Maintain effective communication with all stakeholders through the event planning and execution process with a high level of professionalism and discernment.
  • Manage the CLU/LILP speaker’s bureau, including database of bios, speaking topics, headshots, etc.
  • Prepare and distribute event communications as needed, including invitations, promotional materials, and post-event surveys.

Logistics Coordination:

  • Arrange for event venues, catering, audit-visual equipment, transportation, and accommodation as needed.
  • Coordinate event set-up and teardown, ensuring all logistics are handled efficiently.
  • Manage event registration, guestlists, and seating arrangements.

Inventory Management:

  • Manage inventory of event supplies and materials, including implementing a system for organization and storage of tradeshow supplies, collateral materials, and promotional giveaways.
  • Coordinate shipping and tracking of event supplies and materials needed at off-site events.
  • Research and recommend ideas for event giveaways with consideration given to the event audience and budget.

Miscellaneous:

  • Support the President & CEO with initiatives and execution of the Strategic Plan on an as needed basis.
  • Contribute to a collaborative, team culture with the President & CEO and with colleagues across departments.
  • Be a thought partner, collaborator, and resource to the department, leadership, and staff.

Working Conditions:

  • This position requires the ability to lift 40 lbs and transport materials to designated FedEx, UPS, USPS, and local locations.
  • This position is full-time and hybrid, requiring you to work in-office at the Claremont, CA building one or more days per week as scheduled and needed. The in-office days will be determined by events and may not be consistent week to week.
  • This position may require travel for off-site event support.
  • All remote employees will be provided with the necessary technology and tools to connect and collaborate effectively with their teams.
  • The role involves regular interaction with internal and external stakeholders in a dynamic, fast-paced environment.
  • CLU maintains a vibrant university culture with frequent virtual engagement and collaboration; video conferencing will be a daily, integral part of the communication strategy.

Compensation:    $65,000 – $80,000, commensurate with experience

CLU Benefits

Benefits highlights include but are not limited to (a) 3x employer contribution towards retirement matching your employee contribution up to 15%, (b) health insurance, (c) dental insurance, (d) vision insurance, I 100% reimbursement of the health care deductible through a health reimbursement account, (f) short-term disability coverage, (g) long term disability coverage, (h) paid parental leave, (i) voluntary insurances such as accident insurance, (j) health care flexible spending, (k) dependent care flexible spending, (l) paid time off for holidays, vacation, personal, sick, bereavement, and jury duty, (m) office closure between December 24 – Jan 1 each calendar year,(n) tuition and staff development reimbursement, and (o) Employee Assistance Program.

QUALIFICATIONS

Minimum Education and Experience:

  • Bachelor’s degree required
  • Minimum five years of work experience preferred, preferably in inventory and mailroom management, event management, project management, executive administration, and/or hospitality.

Knowledge, Skills, Abilities:

  • A superior sense of self-direction, deadline-driven, detail-oriented, flexible, and well-organized.
  • Strong data management skills, including maintaining records of communications.
  • Ability to work quickly without errors and with meticulous attention to detail.
  • High standards for quality, presentation, and professionalism.
  • High degree of software literacy; experience with Microsoft Office Suite; Google Suite; Asana; Zoom preferred.
  • Demonstrated ability to think strategically, problem solve and manage multiple tasks concurrently.
  • Superior time management skills with the ability to plan, set expectations, and accomplish objectives within specific timeframes.
  • Experience in high-stress, fast-paced jobs.
  • High resourcefulness with ability to thrive in an entrepreneurial environment.
  • Strong written and verbal communication skills and demonstrated ability to communicate effectively across diverse stakeholder groups.
  • Ability to work well with teams and take direction from multiple sources.
  • Positive attitude, excellent interpersonal skills, and the ability to work cooperatively with others in a team-oriented work environment.
  • Ability to facilitate teams.
  • Must be passionate about the mission of CLU and LILP.
  • Must be able to lift 40 lbs and have reliable means to transport materials and equipment locally.

Claremont Lincoln University is an equal opportunity employer and encourages applications from all qualified individuals.