EVENTS SPECIALIST, Pardee School of Global Studies at Boston University in BOSTON, MA

The Frederick S. Pardee School of Global Studies at Boston University seeks a highly organized and detail-oriented event planner to join our team. The Event Specialist will be responsible for planning, coordinating, and executing a variety of events that are important to the school’s mission, community engagement, and academic programming, such as Symposiums, Distinguished Lectures, Convocation, Giving Day, and other signature gatherings and meetings. This role requires exceptional organizational skills, attention to detail, and the ability to multitask effectively. The Specialist will collaborate with various internal and external stakeholders to deliver impactful and successful events. This position reports to the Director of Strategic Affairs and Communication and closely interacts with the Communications and Marketing Associate and staff in the Pardee Business Office.

ESSENTIAL FUNCTIONS:

Coordinate all logistical aspects of events, such as room reservations, venue setup, catering, and audiovisual requirements
Execute events on-site, ensuring smooth operations and handling any issues or emergencies that may arise
Communicate with internal and external vendors to ensure all event logistics are in place
Manage event registration processes, including attendee tracking, and RSVP management to optimize attendance
Work closely with the Director to create and manage event budgets, ensuring resources are allocated effectively to meet financial goals. Track expenses and monitor spending using budgeting tools to maintain fiscal responsibility and support informed decision-making
Collaborate with the Director to support the execution of projects during off-peak periods, ensuring alignment with the organization's strategic goals and objectives
Arrange accommodations and other logistics for event participants when necessary
Assist in developing event marketing strategies to attract target audiences and collaborate with Communications and Marketing Associate to create and promote events
Collaborate with the Assistant Directors of the Pardee Centers to co-sponsor events and facilitate planning meetings, ensuring clear communication across the school and alignment throughout the event planning process
Liaise with internal teams, external vendors, and partners to ensure effective collaboration and seamless event execution •Establish and maintain relationships with key stakeholders and vendors
Ensure the integration of event information flows to the main university calendar and BU Today Calendar, ensuring accuracy and timely updates to maximize and promote awareness of school events and participation
Serve as the primary contact for sending targeted email reminders, facilitating communication for events (e.g., Research Seminar Series, Global Security Initiative, Alumni engagement activities)
Establish and maintain relationships with key stakeholders and vendors
Respond to inquiries and provide timely assistance to event participants
Coordinate with speakers and presenters to ensure their requirements are met and they have the necessary support
Direct and coordinate student support during events, ensuring tasks are carried out effectively and contribute to smooth event execution
Facilitate student connections with event presenters to father images and materials for effective post-event promotion and documentation
Conduct post-event evaluations, including feedback from attendees and partners.

This is primarily an in-person role with the opportunity to work remotely one day per week. Additional flexibility for hybrid work may be available during off-peak times, depending on operational needs. On-site presence is expected during events and peak planning periods to ensure effective coordination and execution

Skills

Bachelor's degree with 3-5 years of experience in planning events, preferably in higher education or a fast-paced environment
Skilled in Planning, coordinating, and executing events with attention to detail, and demonstrated ability to represent the school with professionalism and enthusiasm at public-facing events
Strong interpersonal skills with a charismatic and approachable demeanor
Proactive and self-motivated, with the ability to anticipate need and take initiative
Excellent verbal and written communication skills
Ability to foster collaboration and maintain effective communication across teams
Comfortable working flexible hours, including evenings, and conducting local travel as needed
Strong organizational and time management skills, with the ability to manage multiple completing priorities
Creative thinker with the ability to problem-solve in dynamic environments
Proficient in digital tools such as Mailchimp, Canva, Eventbrite, Microsoft 365, and Google Workspace, or willingness to learn

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor.