EXECUTIVE EVENTS PLANNER - EVENTS SPECIALIST 4

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UC OFFICE OF THE PRESIDENT

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Department Overview
The Building and Administrative Service Center (BASC) offers systems and services that support the work of the Office of the President. Within BASC, the event Services Group offers consulting, planning, execution and evaluation services for in-person and virtual meetings.

Position Summary
The Executive Events Planner leads the planning, coordination, and execution of complex, high-profile events that advance the mission and visibility of the University. This role manages signature engagements for the President's Office and other senior campus leaders, often involving distinguished guests such as University executives, faculty, trustees, international dignitaries, government officials, and prominent members of the campus community. Serving as the primary facilitator for events hosted at the President's residence and other key venues, the Executive Events Planner oversees all aspects of event production-from concept development and logistical planning to on-site execution and post-event evaluation. The position is responsible for managing event budgets, negotiating and coordinating with external vendors, and ensuring the highest standards of protocol, hospitality, and professionalism.

Key Responsibilities

• 25% Leads comprehensive planning and execution of large-scale, complex, and high-visibility events, encompassing all stages of event management-including conception, design, development, coordination, implementation, and post-event evaluation. Provides strategic and logistical support to the President, coordinating a wide range of events hosted at but not limited to the President's residence. Engages with faculty, senior administrators, major donors, government officials, alumni, visiting dignitaries, and community leaders to ensure an exceptional and seamless event experience. Works independently with minimal supervision while collaborating closely with internal departments, external vendors, and University leadership to ensure events align with institutional mission, goals, and policies. Plans, organizes, and executes events both at the President's residence and at off-site locations, including when traveling, ensuring all engagements uphold the University's standards of excellence, hospitality, and protocol.

• 25% Develops, monitors, and manages comprehensive event budgets to ensure all expenditures align with UC policies and remain within approved allocations. Oversees all financial aspects of event planning, including tracking expenses, processing vendor payments, and maintaining accurate records of fees, charges, and related documentation for reporting, budgeting, and post-event reconciliation.

• 25% Directs and coordinates the work of multiple service vendors to ensure seamless event execution and adherence to quality standards. Provides on-site leadership and may supervise or mentor other event planners and support staff during high-profile or large-scale events.

• 20% Serves as the lead in planning and executing specialized or non-routine projects related to events hosted at, but not limited to, the President's residence. Provides on-site support by attending and staffing events on behalf of the President to ensure seamless coordination and exemplary guest experience.

• 5% Leads the coordination of weekly event planning meetings with key constituents by preparing agendas, attending meetings, and documenting outcomes. Distributes detailed meeting notes and action items to all stakeholders to ensure alignment accountability, and effective follow-up on event-related tasks.

Experience
Required Qualifications

Minimum 8 years of relevant experience and/or equivalent training

Skills and Abilities
Required Qualifications

• Advanced knowledge of concepts, principles and best practices of event planning and public relations, including design, organization and production of complex events. Knowledge and skills to apply event management principles, practices and techniques in support of effective event management, particularly high visibility, high impact, high risk events.

• Outstanding customer service skills, a strong attention to detail and follow through, and ability to work with people of all levels, trades, and diverse life experiences.

• Advanced interpersonal communication skills to build and maintain relationships at all organizational levels and with a variety of publics.

• Highly developed political acumen skills and social perceptiveness to successfully meet the needs of guests and ensure guest satisfaction for fundraising events. Skill in effectively providing donor stewardship.

• Ability to maintain confidentiality, and act with tact and discretion with sensitive information.

• Advanced long-range planning, project management and organizational skills. Proven success in exercising sound independent judgment. Proven success in exercising sound independent judgment.

• Proven ability to view tasks from varying perspectives. Ability to integrate day-to-day operational knowledge and recommend effective short and long-term policies and procedures.

• Strong leadership / management skills, including skills to lead, direct, mentor, evaluate and motivate staff. Proven skills to apply principles of personnel management to plan, organize, motivate staff and volunteers.

• Advanced knowledge of the university, including its vision, mission, goals, objectives, achievements and infrastructure and meeting goals and objectives within budget and time constraints.

• Experience developing accurate program budgets; ability to forecast expenses and income. Proven experience and knowledge in effective contract negotiation and strategies.

Education
Required Qualifications

Bachelor's degree in related area and / or equivalent experience / training

SPECIAL CONDITIONS

Ability to lift up to 25 lbs., squat, stand, push, pull, walk stairs, use a step stool, stand extended periods of time, sit extended periods of time, type extended periods of time.

The person hired will be required to live in California and report to work at UC's Office of the President in Oakland, CA at least two days per week.

Travel Requirements
25% Some nights and weekends work. Some travel outside of Oakland.

Job Title
Events Specialist 4

Job Code
006293

Salary Grade
Grade 23

Payscale:
$112,000 - $125,000

The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

ADDITIONAL INFORMATION

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

The first review date for this job is February 20, 2026.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer.
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy for Employees, Students and Third Parties
  • APM - 035: Affirmative Action and Nondiscrimination in Employment

EEO STATEMENT

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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