Advancement Events Producer

Job Summary
The University of Utah Advancement Team is seeking a dynamic, detail‑oriented Event Manager / Event Producer to plan and execute high‑impact events that support the University’s mission of engagement, philanthropy, and institutional pride. This role is ideal for a professional who thrives in a fast‑paced, collaborative environment and is passionate about delivering exceptional guest experiences, client service, and relationship‑driven events. You will lead the planning and execution of a wide range of events — from intimate donor dinners to large‑scale campus celebrations — while serving as a key liaison between university leadership, donors, and stakeholders.

Responsibilities
Event Planning & Execution

Plan, coordinate, and execute a portfolio of advancement events, including:

Donor recognition receptions

Scholarship and stewardship events

Groundbreakings and building dedications

Alumni and community engagement events

Develop event concepts, run‑of‑show documents, and production timelines

Ensure events align with institutional goals, brand standards, and donor intent

Guest Relations & Client Services

Serve as the primary point of contact for internal clients, donors, and VIP guests

Design and deliver exceptional guest experiences, from invitation to post‑event follow‑up

Anticipate guest needs and proactively resolve service issues

Manage VIP hosting, seating strategies, accessibility accommodations, and personalized touches

Build strong relationships with stakeholders to ensure high satisfaction and repeat engagement

Logistics & Operations

Oversee all event logistics including catering, audiovisual, venue setup, transportation, and materials

Manage vendor sourcing, contracts, and on‑site coordination

Partner with internal teams (communications, development, facilities, public safety)

Ensure compliance with university policies and risk management standards

Project & Budget Management

Develop and manage event budgets, timelines, and production schedules

Track expenses, negotiate vendor pricing, and ensure cost efficiency

Manage multiple concurrent events with strong attention to detail

On‑Site Event Leadership

Lead event execution on‑site, troubleshooting issues in real time

Supervise staff, volunteers, and vendors

Ensure seamless flow of programming and high‑quality attendee experience

Post‑Event Strategy & Reporting

Prepare post‑event reports, including attendance, outcomes, and ROI

Manage follow‑up communications with donors and stakeholders

Use CRM and event tools to track engagement and outcomes

Minimum Qualifications

Bachelor’s degree or equivalent professional experience

3+ years of experience in event planning, hospitality, or client‑facing roles

Proven ability to manage multiple projects in a fast‑paced environment

Strong organizational skills and attention to detail

Excellent communication, interpersonal, and negotiation skills

Preferred Qualifications (Enhanced)

Experience in higher education, nonprofit, fundraising, or advancement events

Strong background in guest services, VIP relations, or hospitality management

Experience working with donors, executives, or high‑profile stakeholders

Familiarity with CRM systems and event management platforms

Ability to design elevated, memorable guest experiences

Knowledge of event marketing and communications strategies

Equal Employment Opportunity Statement
Consistent with state and federal law, the University of Utah does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy‑related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Title IX (OEO). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at the: University of Utah Non‑Discrimination page.

Online reports may be submitted at https://oeo.utah.edu.

https://publicsafety.utah.edu/safetyreport/ This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security‑related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.

As per University of Utah policy 5-108: Transfer of Benefits Eligible Staff Members, a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period.

This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and possess a strong commitment to improving access to higher education.

Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

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