Assistant Director, Campus & Community Events

The Assistant Director, Campus & Community Events provides strategic and creative planning along with the development and execution of all campus and community events which promotes and supports the college’s goals. The Assistant Director will independently be responsible for managing some of the Center & Institutes events, other departments across campus, and other related campus events. Specifically responsible for working closely with campus partners on logistics; supporting the operations of the Campus and Community Events office; cultivating relationships on and off campus; collaborating on joint event initiatives with other departments across campus; and delivering on shared goals and objectives.

WHAT YOU WILL DO

• Independently manages logistics and execution of events to support the goals and objectives of campus partners which includes creating registrations, invitations, and websites through Cvent, menu development, budget management, rental equipment, decor, and assessing all on-site requirements.
• Serves as the lead event planner to specific departments on campus which will include seven centers and institutes, Office of the President, student events (not related to student clubs and organizations), along with local community events.  Provides support in the planning of Pre-Commencement, Commencement, Orientation, Back to Babson, and other major college events as required.
• Conceptualizes and collaborates with departments on campus including faculty, staff, students and alumni to understand the goal of each event.  Develops strategic ideas and creative elements to enhance the event experience. 
• Organizes, manages, and coordinates the production and execution of campus and community events both on and off campus.
• Collaborates on a variety of projects with other members of the CCE team (Director, Associate and Events Analysis) to continue and improve best practices in all aspects of event execution.
• Represents the Campus & Community Events team as a co-leader along with the Associate Director for the management of CVENT and Constant Contact. Provides ongoing support and training to over 66 campus partners with this ever-evolving event technology.
• Key contributor, executor, and support to the Campus & Community Events department’s overall technology which includes Canva, Salesforce, EMS (online reservation system), Marching Order, Social Tables, and other evolving technology.
• Independently manages and directs the Commencement Clearing Process (CCP) campus wide initiative for all seniors in both the undergraduate and graduate programs. This is a yearlong process ensuring over 12 campus partners provide necessary requirements for students to participate in commencement and includes maintaining and creating a detailed timeline and strategic communications plan; and collaborating with the IT department to build, update and share the CCP portal to collect the data (i.e., exit surveys, career surveys, RSVP for ceremony and receptions, student financial services, name pronunciation (in collaboration with Marching Order system), regalia, commencement tickets, student laptop returns/purchases and many other requirements).
• Acts as the lead representative and manager for CCE to manage the Alternative Commencement Ceremony in May for students that are not able to participate in the campus ceremony. Works in collaboration with the Director of Campus & Community Events.
• Utilize the EMS booking software (campus-wide room reservation system). Submit all event logistics within EMS in a timely manner which includes detailed facilities notes, all media service equipment and staffing requirements, public safety detail staff or parking needs along with general catering. 
• Creates online registration for campus events as needed.  Maintains accurate databases and records; completes all post-event reporting in a timely and accurate manner. 
• Develops and drafts briefings for campus partners. Coordinates post events debriefs, to include final event reporting, and opportunities for continuous improvement and communication.
• Provides on-site event support for Campus & Community Events and campus partners which includes overall event execution, registration, greeting, A/V, decor, staging, managing run of show including all keynote speakers, panels and other guest speakers along with ensuring catering logistics, and other event related tasks.
• Leads and maintains the overall yearly events calendar which contributes to the Inclusive Excellence across campus. The calendar is a resource for all campus partners and provides all important academic dates, institutional events, large events and religious obligations to allow proper planning of events around any conflicts or obligations. Collaborates with the CCE Event Analyst to upload the events calendar into our EMS system.
• 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).  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.
• Attends programs and events conducted by others in the office to ensure that program needs and objectives are met; act as a college representative at all times.
• Travels to events both on and off campus as necessary, perform site visits, and provide event support day of.
• Oversees and mentors Student Assistants on event administrative tasks, including Canva, sign designs, creating and producing nametags, produce individual event supplies, ensuring accuracy of information, and other duties.
• Assumes additional responsibilities as required.

YOUR TEAM WILL INCLUDE

N/A

WHAT EDUCATION AND SKILLS YOU WILL NEED

Bachelor’s Degree or equivalent of experience

A minimum of 4-6 years of increasingly responsible experience in events management.

Ability to establish credibility and confidence with stakeholders.

Demonstrated experience with Cvent, Webex Meetings, EMS (Accruent scheduling software-or related software such as 25Live), Constant Contact as well as knowledge of other event technology tools and platforms.

Must have demonstrated effectiveness in working with a diverse student body, faculty, staff, and other constituents

Must have excellent leadership, motivational, and supervisory skills

Must have a high attention to detail

Must have experience in project planning - meeting deadlines, adherence to schedules

Ability to work independently, with an ability to analyze and respond to problems 

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.

Must have strong computer skills including proficiency in Microsoft Office (Word, Excel, Access, PowerPoint)

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 travel domestically and internationally.

Evening and weekend work required.

This position will have a hybrid schedule based on the demand of events and other on-campus obligations. The first month of employment is strongly encouraged to be fully in person to acclimate with the campus and develop relationships with the campus partners.

ADDITIONAL SKILLS YOU MAY HAVE

• Previous experience leading others including colleague service providers from other areas