LatinosInCareers | Program Director, Events and Hospitality at University of Notre Dame in Notre Dame, Indiana, United States

Program Director, Events and Hospitality

Apply Now

University of Notre Dame

Location: Notre Dame, Indiana
Category: Admin-Conference And Events Administration
Application Deadline:

Job Description

Job Title

Program Director, Events and Hospitality

Job Description

We are Notre Dame Global (NDG). Stewards of the University of Notre Dame’s enduring commitment to global scholarship, we ensure the essence of this place extends to every corner of the world, serving as a powerful influence for others to join us in partnership and in solidarity that serves the common good. We also welcome leaders, partners, colleagues, and guests from around the world to the distinctive Notre Dame campus and community.

The Program Director for Events & Hospitality (PDEH) manages major events and meetings sponsored by NDG’s leadership team to advance and execute the University’s global strategy. NDG comprises 12 global locations and five core areas in South Bend:

Finance and Administration
Global Education
Global Innovation
Global Operations
International Students and Scholars

The PDEH oversees events and visitor hosting in South Bend and occasionally supports strategic event planning, coordination, and logistics across NDG’s global locations.

Specific responsibilities include:
NDG Major Events:

NDG organizes high-profile events annually, including conferences, meetings, and special events, all aimed at advancing the University’s Global Strategy addendum and NDG’s strategic goals. The PDEH works closely with event sponsors to coordinate the initial planning and design of these events and serves as the primary point of contact for the collaborative work to ensure successful implementation and postevent actions.
Coordinate high-impact events like the Worldwide Advisory Council, Global Leadership Team Summit, and other GLT-sponsored gatherings.
Collaborate with key stakeholders, including the Advisor to the Vice President & Associate Provost for Internationalization, GLT staff representatives, campus partners with UEOS and University Relations, and external vendors.
Provide expertise in budget planning, logistics coordination, and post-event expense management, assisting in preparing comprehensive event proposals and ensuring financial oversight throughout the event lifecycle, including travel reimbursements, honoraria, and other payments.
Coordinate and enhance the hospitality experience for guests by planning and presenting gifts, sending post-event thank you cards to key participants and stakeholders.
Scheduling debriefs with internal partners, including the event sponsor and other relevant individuals, to gather feedback and compile summary reports for future event improvements.

Visitor Hosting and Support:

NDG warmly welcomes visitors to the South Bend campus for short-term stays, sponsored by members of the Global Leadership Team.
Coordinate short-term visitor stays on the South Bend campus, ensuring seamless logistics and scheduling.
Oversee pre-arrival processes, including invitation letters and travel arrangements.
Consult with visit sponsors to develop visitor itineraries and coordinate meetings with Notre Dame faculty and staff.
The PDEH oversees all aspects of off-campus residences leased by NDG, including renewal of lease and payment of utilities, scheduling of apartment assignments to different visitors throughout the year, coordinate of cleaning services between uses, and general oversight of apartment maintenance and appearance.

Leadership in Event Planning & Implementation:

The Program Director for Events & Hospitality (PDEH) is the primary leader in coordinating significant events and meetings where a GLT member serves as the event owner, guiding and overseeing the overall work while the PDEH manages the logistics and execution.
Strengthen collaboration by promoting information sharing and aligning event planning processes with defined goals and outcomes.
Convene regular meetings with NDG event and administrative personnel to streamline coordination, share best practices, and ensure alignment on budget and logistics.
Manage a request intake system and a comprehensive calendar of NDG events and visits.
Staying current with the latest trends in event management, the PDEH shares innovative practices and insights to continually enhance the quality and impact of NDG events.
Provide detailed oversight of event registration processes, including the setup of online registration systems, on-site check ins, and management of attendee materials.

Minimum Qualifications

Experience in event planning, with a focus on diverse and high-profile events.
Proven experience in setting strategies and processes for event planning and scheduling.
Familiarity with multicultural, international, and academic events.
Expertise in hosting high-profile guests and managing their special accommodations.
Excellent verbal and written communication skills.
Strong attention to detail, ability to prioritize, multitask, and work independently while collaborating effectively with various stakeholders.

Preferred Qualifications