Assistant Director, Advancement Events

Babson College is a world-class business school, empowering entrepreneurial leaders to create great economic &amp; social value. It's 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 opportunities, outstanding benefits, rich rewards, wellness programs, &amp; a genuine dedication to creating a diverse, multicultural &amp; inclusive community. <br /><br />To view all open staff positions, click <a href="https://babson.wd1.myworkdayjobs.com/Staff" target="_blank" title="Babson College Staff Positions" rel="noopener noreferrer">here</a>.

Babson Park, MA

Babson College

<p><strong>We&rsquo;re all different.</strong></p> <p><strong>We&rsquo;re all Babson.</strong></p> <p><em>Effective November 15, we are requiring all non-unionized Babson faculty and staff members authorized to work on our campuses or other property owned or controlled by the College to verify that they have been fully vaccinated for COVID-19. Requests for medical or religious exemption should be addressed directly to </em><a href="https://www.babson.edu/emergency-preparedness/return-to-campus/faculty-and-staff-experience/"><em>Human Resources</em></a><em>.&nbsp;</em></p> <p>Babson College is a world-class business school, empowering entrepreneurial leaders to create great economic and social value - everywhere. You&rsquo;ll find a collaborative, collegial team environment designed to include and motivate every individual. It&rsquo;s a rewarding workplace &ndash; an exciting launch pad for anyone 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.</p> https://www.babson.edu/

keywords: job description,management,reporting,objectives,collaboration,planning,support,strategy,other duties,education & experience,initiative,license,knowledge, skills & abilities,covid-19

Full time

Overview: <br />The Assistant Director supports the Advancement Events team, in the strategic and creative planning, development, and execution of Alumni, Development, and major college 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 and supporting the operations of the Advancement Events department.
Responsibilities: <br /> <ul> <li>Independently manages and owns logistics and full execution of events to support the goals and objectives of the Advancement office, which includes managing program logistics such as: tracking speaker invitations(in partnership with Student Assistant) and other correspondence, invitations, program attendance, catering, and assessing 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.</li> <li>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.</li> <li>Serve as key partner and owner of approximately 5 naming/dedication events per year.</li> <li>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.</li> <li>Develops strategic and innovative ideas and creative elements to enhance the event experience.</li> <li>Organizes, manages, and coordinates the production and execution of Alumni engagement and Annual Giving events.</li> <li>Supports the event department&rsquo;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 of Active Data, Cvent, Millennium, EMS, and other events software.</li> <li>Creates online registration for alumni events as needed.&nbsp;</li> <li>Maintains accurate databases and records; completes all post-event reporting in a timely and accurate manner.&nbsp;</li> <li>Develops and drafts briefings for campus partners.</li> <li>Coordinates ebriefs post events, to include final event reporting, and opportunities for continuous improvement.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;</li> <li>Provides on-site event support for Alumni, Annual Fund, &amp; Development programs and events.&nbsp;</li> <li>Develops and maintains the events calendar and determines, with colleagues, the event type and communications.&nbsp;</li> <li>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).&nbsp;</li> <li>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.</li> <li>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.</li> <li>Attends programs and events conducted by others in the office to ensure that program needs and objectives are met; acts as a college representative at all times.</li> <li>Oversees and mentors Student Assistants on event administrative tasks, including vendor contracts, building CVent pages, creating nametags, ensuring accuracy of information, and other duties.</li> <li>Travels to events as necessary, performs site visits in domestic or international cities, provides event support the day of.</li> <li>Manages event logistics for College Advisory Board meetings and the Global Advisory Board meetings and trips, working directly with the Boards on planning and execution of events, in partnership with the Development team.</li> <li>Assumes additional responsibilities as required.</li> </ul> <p>&nbsp;</p> <p><strong>YOUR TEAM WILL INCLUDE:</strong></p> <ul> <li>Student Assistants</li> </ul>
Requirements: <br /> <ul> <li><strong>Bachelor&rsquo;s Degree</strong></li> <li>A <strong>minimum of 4-6 years of increasingly responsible experience in events management</strong>.</li> <li>Ability to establish <strong>credibility</strong> and <strong>confidence</strong> with stakeholders.</li> <li>Demonstrated experience with <strong>Cvent, Webex Meetings, Constant Contact</strong> as well as knowledge of other event technology tools and platforms.</li> <li>Must have demonstrated effectiveness in working with a diverse student body, faculty, staff, and other constituents</li> <li>Must have excellent <strong>leadership</strong>, <strong>motivational</strong>, and <strong>supervisory</strong> skills</li> <li>Must have&nbsp;<strong>high attention to detail</strong></li> <li>Must have experience in <strong>project</strong> <strong>planning</strong> - meeting deadlines, adherence to schedules</li> <li>Ability to work independently, with an ability to analyze and respond to problems&nbsp;</li> <li>Ability to envision and propose new methods to perform tasks that support ET&amp;A; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results.</li> <li>Ability to <strong>anticipate</strong> and <strong>embrace</strong> <strong>change</strong>; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.</li> <li>Must have <strong>strong computer skills</strong> including proficiency in Microsoft Office (Word, Excel, Access, PowerPoint)</li> </ul> <p>&nbsp;</p> <p><strong><br />HOW AND WHERE YOU WILL WORK:</strong></p> <ul> <li>Babson College requires all Babson faculty and staff members authorized to work on our campuses or any other property owned or controlled by the College to verify that they have been fully vaccinated for COVID-19. We have extended our vaccination policy to require a COVID-19 booster shot for all eligible community members as well. Faculty and staff must provide booster vaccination information upon hire or within 21 days of becoming eligible for a booster (unless granted a medical accommodation or religious exemption). Requests for medical accommodation or religious exemption should be addressed directly to Human Resources.</li> <li>Must have had a valid unrestricted U.S. Driver&rsquo;s License for one year, and maintain throughout employment an insurable (as determined by the College&rsquo;s insurer&rsquo;s criteria) or a satisfactory driving record; must successfully complete and pass the College&rsquo;s vehicle training program within the first 60 days of employment; annual or more frequent review of employee&rsquo;s driving record based on the College insurer&rsquo;s criteria; and safety training as required by management.</li> <li>Ability to travel domestically and internationally.</li> <li>Evening and weekend work required.</li> </ul> <p><strong><br /><br />ADDITIONAL SKILLS YOU MAY HAVE:</strong></p> <ul> <li>Previous experience leading others including colleague service providers from other areas</li> </ul>