Assistant Director

Position Summary

The Assistant Director of Donor Events provides operational leadership and execution for donor-facing and internal events that advance Vanderbilt’s engagement and fundraising priorities across a range of initiatives. This role leads execution for assigned programs, ensures delivery of high-quality, donor-centered experiences aligned with evolving university priorities and DAR standards.

The Assistant Director serves as an execution leader within the Donor Events team, translating strategy into action while maintaining strong partnerships across Development and Alumni Relations and the university. 

About the Work Unit: 

The Department of Development and Alumni Engagement (DAR) assists Vanderbilt University in securing the resources, both human and financial, that are required to achieve its mission and goals. The Department is responsible for the identification, cultivation, solicitation, and stewardship of individuals and organizations whose charitable objectives are consistent with those of Vanderbilt University’s teaching and research programs.  You can find more information at www.vanderbilt.edu/dar/

Key Functions and Expected Performance

This role exercises delegated authority over event planning, staffing, logistics, execution and financial management within established parameters and in alignment with Donor Events standards.

Event Planning & Execution

• Lead planning and execution of assigned donor-facing events, including stewardship events, recognition programs, internal department events, leadership meetings, and special receptions.

• Support delivery of multi-day experiential programs and complex donor engagements 

• Lead planning calls, coordinate site visits, manage vendor communications and logistics for assigned programs.
• Develop design boards that are reflective of the partner’s event vision, needs, and goals
• Coordinate venue and catering selections that complement event design and theme

• Ensure events reflect Vanderbilt’s commitment to unreasonable hospitality and donor-centric service.

• Serve as the main point of contact for staff, student workers, vendors, and campus partners involved in day-of event delivery.

Operational & Financial Management

• Exercise delegated authority over event-level decision-making within established parameters.

• Develop and manage event budgets and proposals for assigned programs

• Identify staffing needs, recruit and train staff volunteers, and serve as on-site volunteer manager when needed

• Utilize event trackers, templates, and project management systems to manage workload and execution.

• Conduct site visits, pre-event walkthroughs, and technology check-ins.

• Manage event material prep including name badges, check-in lists, signage and misc. supplies

• Create day-of timelines and runs of show for vendors, staff and campus partners to ensure seamless event load-in, program and load-out

• Help maintain the internal events calendar.
• Work with the Donor Events team to organize, track, and maintain event supply inventory.

Consultation & Collaboration

• Provide consultative support to DAR colleagues planning their own events.

• Assist with evaluating event requests and recommending scope, feasibility, and resource needs.

• Partner with DAR colleagues, campus units (such as University Ceremonies and Events and Events and Conferences) and external vendors to ensure alignment and best practices.

• Continuously maintain and update shared Donor Events resources available to DAR colleagues.

Evaluation & Continuous Improvement

• Lead and participate in post-event evaluations to assess outcomes and identify opportunities for improvement.
• Share insights to strengthen Donor Events standards, tools, and processes.

Supervisory Relationships

This role does not have any supervisory responsibility. Reports administratively and functionally to the Executive Director of Donor Events.

Work Environment

This role will be located in the Nashville, TN area.It will be a hybrid work environment, working one day per week in the office, or more depending on business needs.

Frequent on-campus events and occasional travel in support of donor and institutional events.

Education and Certifications: 

Bachelor’s degree, or the equivalent, is necessary. 

Experience and Skills: 

The Assistant Director of Donor Events must be a polished professional who understands the value of high-quality, thoughtful donor engagement and experiences to drive sustainable fundraising success. Leading candidates should have: 

• Two or more years of experience, or the equivalent, in a related field with a proven track record of managing complex events, programs, campaigns, or development activities is required. 

• Relevant experience in events, stewardship, marketing, communications, and/or alumni relations is highly preferred. Individuals with experience outside of higher ed who have proven excellence in their respective career fields, and have demonstrated the ability to transfer those knowledge, skills, and abilities to the needs of a dynamic development and donor relations team will be considered. 

• Strong understanding of development strategies and event best practices. 

• Excellent verbal and written communication skills

• Exceptional organizational skills with the ability to manage multiple events and projects simultaneously, meet deadlines, work independently, and adapt to changing priorities.

• Demonstrated success in working across teams and disciplines – facilitating solutions and driving forward priorities. 

• Creative curiosity; interest in brainstorming and problem-solving, but also gathering information and distilling it to actionable recommendations

• Appreciation for exceptional food, wine, and hospitality, with knowledge of Nashville's culinary and restaurant scene.

• Familiarity with Vanderbilt and/or solid understanding of a major research university environment is preferred. 

• The capacity to perform in an intellectually rigorous and complex academic environment. 

• Some evening and weekend work, as needed.