Special Events Assistant

Main Campus - Boston, MA
R03831

Reporting to the Associate Director of Special Events, the Special Events Assistant provides advanced, active and independent logistic support for Institutional programs. Performing a number of complex and diverse duties, the Institutional Events Assistant will be a primary contact for institutional and outside vendors, play a key role in project management, track expenses, manage logistics and support outreach for Advancement events designed to cultivate and steward current and future donors. The Assistant will have a front facing role with our alumnae/i community; responding to communications both on the phone and through email and will interface with other departments and offices in support of special and institutional events.

Event Logistics:

• Process all required request forms for purchasing, booking, and/or ordering for Institutional Events, per department protocol.
• Create timelines, book, track, and report on logistic elements of Institutional Events including technology, room set up, food, communications, registrations, etc.
• Manage logistics associated with attendee lists and nametag production, including the appropriate donor recognition for giving societies.
• Manage on-site Event registration and staff registration for all major tent pole events and others as needed.
• Oversee inventory management of all event related supplies.
• Act as backup support for local Alumnae/i Network programs when necessary.

Event Information:

• Work in collaboration with Advancement Operations and other departments to develop, post, disseminate and respond to event invitations and other communication collateral.
• Reconcile event registrations and manage confirmation process.
• Compile and report on event reach and attendance, helping to develop systems to track and measure our return on investment.
• Collect and archive all communication pieces associated with events per the protocol of the College Archivist.
• Serve as the first line of communication for college department Collaborative Agreement request(s) and to report and collaborate with other Advancement departments in the timely process and execution of these requests.

Event budget management

• Manage the processing and recording of all event related expenses.
• Collaborate with Advancement colleagues and college partners in the processing of funds between departmental budgets.
• Coordinate efforts with the Advancement Budget Manager and College Finance Department to ensure seamless and timely processing of all Event related budget submissions and documentation.
• 800 line assistance
• Working with the Advancement 800-Line team on a rotating schedule to cover, field, and resolve, forward, and otherwise process alumnae/i calls via the Alumnae/i 800-line.

Requirements:

• Customer service and event logistic support experience.
• Demonstrated ability to work in and thrive in a fast paced environment.
• Strong attention to detail and organization skills.
• Strong written and verbal skills necessary.

Instructions to Applicants: Please submit a resume and cover letter in the Resume/CV section of your application.


As a College committed to diversity, Simmons encourages applications broadly. Simmons is an equal opportunity employer and is committed to continuing to develop a more diverse faculty, staff, student body and curriculum.


To apply, visit https://simmons.wd1.myworkdayjobs.com/en-US/Simmons-Careers/job/Main-Campus---Boston-MA/Special-Events-Assistant_R03831-1

Located in Bostons historic Fenway area, Simmons College is a small, private, non-sectarian College which has educated students for enriching careers and purposeful lives since 1899. Working at Simmons means joining a collaborative, diverse and mission-driven community of educators and professionals.

We prepare students to be leaders for themselves, their communities and the world. Our faculty and staff members lead by example - sharing a commitment to excellence and putting the students first.