Assistant Director, Campus & Community Events

Details

Posted: 01-Aug-24

Location: Wellesley, MA, US, 02481

Type: Full-time

Salary: Open

Categories:

Executive Director

Internal Number: 244501836

Wellesley MA

Full time

R0013375

The Assistant Director supports the Campus & Community Events Team in the strategic and creative planning, development, and execution of all campus and community events which promote and present the College, the event sponsors, and participants in the best possible light. Specifically responsible for working closely with campus partners on logistics; supporting the operations of the Campus & Community Events office; and collaborating on joint event initiatives with members of the Advancement Events and Engagement team to deliver on shared goals and objectives.

WHAT YOU WILL DO

• Independently manages logistics and execution of events to support the goals and objectives of campus partners which includes managing program logistics such as: tracking speaker invitations and other correspondence, invitations, program attendance, catering, and assessing on-site needs.
• Develops strategic ideas and creative elements to enhance the event experience.
• Organizes, manages, and coordinates the production and execution of campus and community events both on and off campus.
• Supports the event departmentâ™s technology including: responsibility for training and campus wide roll outs; serving as the liaison with Constant Contact, Canva and CVENT within the department; as well as providing support in the use of Active Data, Millennium, Salesforce, EMS, and other events software.
• Interacts with high-profile alumni and prospects on alumni receptions or campus dedications, because 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 5 naming/dedication events per year.
• Manages event logistics for alumni receptions and events, partnering with the Alumni Relations team, creating floor plans, incorporating event strategy in support of fundraising efforts, owning the logistics of catering, A/V, staging, run of show, etc.
• Creates online registration for campus events as needed. Maintains accurate databases and records; completes all post-event reporting in a timely and accurate manner.
• Develops and drafts briefings for campus partners. Coordinates post event debriefs, 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 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.
• Travels to events as necessary, perform site visits, and provide event support day of.
• Oversees and mentors Student Assistants on event administrative tasks, including vendor contracts, building CVent pages, creating nametags, ensuring accuracy of information, and other duties.
• Assumes additional responsibilities as required.

YOUR TEAM WILL INCLUDE

N/A

WHAT EDUCATION AND SKILLS YOU WILL NEED

Bachelorâ™s Degree or equivalent of experience

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, EMS (Accruent scheduling software), 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.

Requires work onsite a minimum of 3 days a week (required to be on campus for all assigned events as needed; schedule is more flexible during academic breaks); the on-campus requirement is subject to modification based on organizational need.

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

About Us

Weâ™re all different.
Weâ™re all Babson.

Babson College is a world-class business school, empowering entrepreneurial leaders to create great economic and social value - everywhere. Here youâ™ll find a collaborative, collegial team environment designed to include and motivate every individual. Itâ™s a rewarding and invigorating workplace â“ an exciting launch pad for anyone who wants to make a real impact in higher education. We provide everything you need to achieve your goals, including learning and development opportunities, outstanding benefits, rich rewards, wellness programs, and a genuine dedication to creating a diverse, multicultural and inclusive community.

We are an equal opportunity employer.  We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic.  The EEO is the Law poster is available here . Babson College is committed to enhancing diversity, equity and inclusion across all levels of the College. Candidates who believe they can contribute to this core value of the College are strongly encouraged to apply.

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About Babson College
At Babson, we believe that entrepreneurship is applicable?and crucial?in organizations of all types and sizes, in established businesses as well as new ventures. Today, teams, divisions, and whole enterprises are striving to be more entrepreneurial. Furthermore, entrepreneurial thought and action are happening at all levels of an organization, where collaboration complements top-down leadership.Babson College was the first to understand that thinking and acting entrepreneurially is more than just an inclination. Rather, it can be taught. And we do it better than anyone.
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