The Events Specialist {temporary} on the Advancement Events Team will support the planning, coordination, and execution of events that engage alumni, donors, and other key members of the Babson community. This role is instrumental in delivering exceptional experiences that strengthen relationships, foster school spirit, and inspire philanthropic support for the College.
Reporting to the Director of Advancement Events, the Event Specialist {Temporary} will play a hands-on role in event logistics, communication, and administrative support. They will work closely with Advancement colleagues—especially the Alumni Engagement & Annual Giving and Development teams—as well as internal departments and external vendors to ensure high-quality event execution. This position will also collaborate with the Campus and Community team on key College-wide signature events.
WHAT YOU WILL DO
Event Planning & Coordination
Responsible for the successful planning and execution of both digital and in-person events and programs that support fundraising and donor engagement goals for a range of advancement events, including alumni gatherings, donor recognition events, reunions, and fundraising initiatives, that meet college and departmental goals and objectives, under the supervision of the Director, Advancement Events
Executes and manages event logistics including but not limited to event timelines, venue selection, vendor coordination, creating event invitations and registration sites, RSVPs and guest management, catering, rentals and décor, and audiovisual needs.
Assists the Director, Advancement Events with creating event briefings, registration and attendance reporting, production schedules, timelines, and other relevant documents
Serves as an events lead for Back-to-Babson Weekend (homecoming, reunion, and family weekend) as well as Babson Connect Worldwide, and other signature annual events.
Serves as liaison to both campus partners and outside vendors on event-related matters.
Collaborate with Campus and Community Events team on key signature events.
Prepares nametags, meeting materials, packages, gift bags, registration lists, menu cards, seating cards, etc.
Assists with on-site production, set-up, and break-down for events as necessary.
Contribute to brainstorming and implementing innovative ideas to enhance event impact and engagement.
Event Administration
Assist with tracking event budgets, ensuring expenditures align with allocated resources.
Processes paperwork including contracts, check requests, invoicing, and reporting.
Completes post-event follow-up steps as determined.
Assumes additional responsibilities as required.
WHAT EDUCATION AND SKILLS YOU WILL NEED
Bachelor’s Degree and/or equivalent work experience.
A minimum of 5 years of increasingly responsible experience in events management.
The ability to work collaboratively and independently in a fast-paced environment, often with multiple demands is essential.
Must have strong customer service orientation and strong verbal, organizational, interpersonal, and communication skills.
Must be able to maintain a high degree of confidentiality at all times.
Must have excellent typing, editing, and proofreading skills.
Must have excellent attention to detail.
Must have a thorough knowledge of MS Office (Word, Excel, Power Point, Outlook, etc.). Excel skills must include sorting, filtering, formatting, and functions including basic math, VLOOKUP, and pivot tables.
Ability to perform complex computer functions, such as database management and file merges.
Ability to interact with various constituencies, as well as colleagues across the institution is essential – position will interface with governance, alumni, students, faculty, staff, and visitors.
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.
HOW AND WHERE YOU WILL WORK
Must have had a valid unrestricted U.S. Driver’s License for one year, and maintain throughout employment an insurable (as determined by the College’s insurer’s criteria) or a satisfactory driving record; must successfully complete and pass the College’s vehicle training program within the first 60 days of employment; annual or more frequent review of employee’s driving record based on the College insurer’s criteria; and safety training as required by management.
Ability to work some nights and weekends.
Must be able to lift up to 50 lbs.
ADDITIONAL SKILLS YOU MAY HAVE
Familiarity with events in Higher Education or other non-profits is preferred
Demonstrated experience with Microsoft Suite, Cvent, Webex Meetings, SalesForce, Marketing Cloud as well as knowledge of other event technology tools and platforms.
Additional software knowledge helpful such as Millennium database and web publishing.
