Assistant Director, Advancement Events

Details

Posted: 06-Jan-24

Location: Wellesley , MA, US, 02457

Type: Full-time

Salary: Open

Categories:

Other Staff/Administrative

Internal Number: 234801563

The Assistant Director supports the Advancement Events team, in the strategic and creative planning, development, and execution of Alumni, Development, and major college events that promote and present the College, and participants in the best possible light. Specifically responsible for working closely with campus partners on logistics and supporting the operations of the Advancement Events department.

WHAT YOU WILL DO

• Organizes, manages, and coordinates the production and execution of Alumni engagement and Annual Giving events.  Independently manages and owns logistics and full execution of events to support the goals and objectives of the Advancement office, which includes: incorporating event strategy in support of fundraising efforts, managing catering, décor, rentals, A/V, staging, run of show; creating floor plans, assessing additional on-site needs; performing event site visits; negotiating rates with vendors; and recommending decisions to Director of Advancement Events, while managing the budget of the event and following College policies and procedures in the decision making process.


• Interacts with high-profile alumni and prospects on alumni receptions or campus dedications, as a result of fundraising naming opportunities, to execute their vision of the dedication event, including catering, florals, linens, guest lists, etc. Serve as key partner and owner of approximately 3 naming/dedication events per year.


• Develops strategic and innovative ideas and creative elements to enhance the event experience.


• Supports the event departmentâ™s technology including: serving as a partner and liaison with Constant Contact and JIRA project management system within the department; as well as providing support in the use Cvent, Millennium, EMS, and other events software.


• Creates online registration for alumni events via Cvent.  Maintains accurate databases and records; completes all post-event reporting in a timely and accurate manner. 


• Develops and drafts briefings for campus partners. Coordinates ebriefs post events, to include final event reporting, and opportunities for continuous improvement.       


• Provides on-site event support for Alumni, Annual Fund, & Development programs and events. 


• Develops and maintains the events calendar and determines, with colleagues, the event type and communications. 


• Collaborates with campus partners to direct and manage all vendors, and service providers, as assigned, to define scope and requirements for programs and events (whether on campus or off).  Manages budget, assesses financial implications, and effectively negotiates event costs/contracts; produces reports as appropriate for trend analysis; and manages the vendor contract process, reviewing and submitting contracts through the college-approved process.


• Provides support for campus signature events, in partnership with the Campus and Community Events office, in the planning of Commencement and other major college events as required.


• Attends programs and events conducted by others in the office to ensure that program needs and objectives are met; act as a college representative at all times.


• Oversees and mentors Student Assistants on event administrative tasks, including vendor contracts, building Cvent pages, creating nametags, ensuring accuracy of information, and other duties.


• Travels to events as necessary, perform site visits in domestic or international cities, provide event support day of.


• Assumes additional responsibilities as required.

YOUR TEAM WILL INCLUDE

Student Assistants

WHAT EDUCATION AND SKILLS YOU WILL NEED

Bachelorâ™s Degree

A minimum of 4-6 years of increasingly responsible experience in events management.

Ability to establish credibility and confidence with stakeholders.

Demonstrated experience with Cvent, Webex Meetings, Constant Contact as well as knowledge of other event technology tools and platforms.

Must have demonstrated effectiveness in working with a diverse student body, faculty, staff, and other constituents

Must have excellent leadership, motivational, and supervisory skills

Must have a high attention to detail

Must have experience in project planning - meeting deadlines, adherence to schedules

Ability to work independently, with an ability to analyze and respond to problems 

Ability to envision and propose new methods to perform tasks that support ET&A; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results.

Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.

Must have strong computer skills including proficiency in Microsoft Office (Word, Excel, Access, PowerPoint)

HOW AND WHERE YOU WILL WORK

Must have had a valid unrestricted U.S. Driverâ™s License for one year, and maintain throughout employment an insurable (as determined by the Collegeâ™s insurerâ™s criteria) or a satisfactory driving record; must successfully complete and pass the Collegeâ™s vehicle training program within the first 60 days of employment; annual or more frequent review of employeeâ™s driving record based on the College insurerâ™s criteria; and safety training as required by management.

Ability to travel domestically and internationally.

Evening and weekend work required.

ADDITIONAL SKILLS YOU MAY HAVE

• Previous experience leading others including colleague service providers from other areas

PI234801563

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