Assistant Director of Events

About AOII FraternityAlpha Omicron Pi Fraternity (AOII) has been a pillar in the Fraternity/Sorority Life community since its founding date of January 2, 1897, at Barnard College. Since that date, AOII has established chapters on over 200 college campuses across the United States and Canada and initiated more than 211,000 members. AOII believes inspiring ambition begins when one can bring one’s full self to the organization, whether in-person at HQ or remotely, without regard to BIPOC, LGBTQ+, national origin, religion, disability, Veteran status, age, or any other characteristic protected by applicable law. This is done through ensuring a diverse, equitable, and inclusive environment, which creates a culture of care allowing our staff, members, and volunteers to celebrate unique perspectives and experiences.Culture PrinciplesAccountability & OwnershipAmbitionCollaborationDiversity, Equity & InclusionEngagementLeadershipInnovationSense of BelongingOpen & Honest CommunicationServiceAOII EndsAccountability & OwnershipAmbitionCollaborationDiversity, Equity & InclusionEngagementLeadershipInnovationSense of BelongingOpen & Honest CommunicationServicePosition Overview: Assistant Director of EventsAs the Assistant Director of Events for AOII, you will be a key member in the Education, Training and Events Department by overseeing the planning and logistics of Fraternity signature events, chapter milestone celebrations, and meetings. This includes the execution of scheduling, registration, logistics, promotions, vendor relations, and resource management. The primary focus of the Assistant Director of Events is to develop events that align with the Fraternity’s mission, strategic initiatives and AOII Ends while coordinating event operations with Headquarters Staff, volunteers, and event vendors.Reports toDirector of Education, Training and EventsDirect Supervisor ResponsibilitiesNo supervisor responsibilitiesEssential Duties or FunctionsCollaborate with the Director of Education, Training and Events to shape the intent and vision for Fraternity events and identify how events can best support the Fraternity's mission, AOII Ends, and strategic plan objectives.Develop schedules for Leadership Academy, Camp AOII, Volunteer Summit, and Convention.Oversee the registration process, including setup, report pulling, and communication with relevant staff to ensure a smooth registration experience for attendees.Coordinate all event logistics, including hotel BEOs and resumes, AV requests, meal coordination, meeting space needs, print materials, and resource management.Manage rooming lists and serve as a liaison between AOII and event vendors — hotel personnel, caterers, restaurants, transportation companies, AV suppliers, and others — regarding event needs.Write website content and email communications for events; collaborate with the Communications Department on social media promotions and ensure attendees receive clear, timely information throughout the event cycle.Partner with the Communications Department to ensure digital and print event communication materials are promoted and ordered on schedule and that AV/presentation materials are prepared for execution.Coordinate hotel room booking, meals, and logistics for smaller in-person gatherings at HQ and other locations, including board meetings, committee retreats, All Hands staff meetings, and other special events.Oversee collaboration with chapter officers and advisors on the planning of milestone anniversary celebrations, including gifts, visitor travel and logistics, and event planning consultation; serve as event planner for JWH Cup celebrations and/or centennial chapter celebrations in collaboration with chapter representatives.Collaborate with the Events Consultant, Communications Department, Collegiate Experience Department, and Education, Training and Events Department to plan membership education and event initiatives.Prepare and educate staff and volunteers on their roles and responsibilities in connection with events.Assist with the development of event budgets and work with all parties utilizing the budget to manage expenses.Assist in the…