Events Specialist – President’s House
| Company | Smith College |
|---|---|
| Location | Northampton, MA, USA |
| Salary | $Not Provided – $Not Provided |
| Type | Full-Time |
| Degrees | Associate’s |
| Experience Level | Mid Level, Senior |
Requirements
- Associate’s degree and 3-5 years of experience or the equivalent combination of education and experience
- Experience with social event planning
- Must be available nights and weekends as needed & determined by the schedule of events, excluding most of the summer
- Experience working with individuals from diverse backgrounds
Responsibilities
- Develop and execute event plans, including timelines, staffing, and detailed task assignments
- Coordinate with the President’s Office and other event sponsors to design events that reflect institutional priorities and objectives
- Design, distribute, and track event invitations and RSVPs, dietary requirements, etc.
- Collaborate with campus departments, such as Facilities, Dining Services, and Campus Safety, to ensure proper arrangements
- Maintain and distribute the house custodian schedule, communicating upcoming events and shifts with the custodial manager and President’s designee/spouse
- Maintain and distribute the event schedule with Smith Catering
- Act as the primary contact for external vendors, including caterers, florists, and rental companies
- Ensure the President’s House is maintained in excellent condition for events, coordinating with facilities staff and the President’s designee/spouse as needed
- Oversee inventory of supplies, decorations, and equipment
- Oversee event setup, execution, and teardown by custodial, catering, other assigned staff, to ensure smooth operations
- Provide day-of-event coordination, addressing last-minute changes and troubleshooting issues
- Serve as the primary point of contact for event hosts, guests, and stakeholders
- Ensure all guests receive a warm and inclusive experience that aligns with institutional values
- Respond to inquiries and resolve issues in a professional and timely manner
- Collaborate with college communication teams to promote events through digital and print channels
- Draft event materials, invitations, programs, and signage attending to universal accessibility as appropriate
- Update and maintain the department website
- Serve as a backup for other positions within the department of Events Management to ensure seamless support for team members
- Provide leadership and assistance in department projects and initiatives
- Perform other duties as assigned by management
Preferred Qualifications
- Bachelor’s Degree
- Experience in high-profile event management