Job Posting

Events Management – Dept. of Special Events – Contract 6 months

  • Location: Walthan, MA
  • Type: Temporary
  • Job #4972

Job Description
Department: Office of Special Events

Position Purpose

Responsible for planning and implementing university events initiated by the Office of the President. Assists with the planning of major university events including commencement, trustee events, visiting dignitaries, anniversary and milestone celebrations, dedications, groundbreakings, cultivation, stewardship, and fundraising events, receptions, dinners, and town hall meetings, and other internal and external events as directed by the Executive Director of Special Events. Works closely with other offices on campus to support and orchestrate events sponsored by that office. Responsible for ensuring a high level and consistent image of the University in all public events. Works closely with and develops relationships with internal and external stakeholders including trustees and other important donors to the university. Works closely with contracted food service provider to develop menus. Travels to staff events as needed. Supervises work study student.

Essential Functions

Planning and implementation of major university events, such as but not limited to commencement, anniversary celebrations, dedications and groundbreakings, trustee events, visiting dignitaries, and cultivation and fundraising events. 40%

Works with Office of Institutional Advancement, Office of the Provost, Office of Communications, Athletics, Admissions, Office of Ethics, Justice, and Public Life, Office of Academic Services, and other internal offices to support and orchestrate events. Work closely with and interacts with donors and university trustee?  30%

Collaborates with Office of Institutional Advancement on Presidential International travel trips. Corresponds and negotiates with venues o? n event space, menus, and all event related logistics. 10%

Works closely with contracted food vendor, specifically the Director of Catering, to develop specialty menus. 10%

Supervises work study student

Position Requirements

Education: Bachelor’s degree required

Work Experience  5-7 years of work experience in event management field

Supervisory Experience   1-2 years of supervisory experience

Office of Special Events

Event Temp

  • High level of customer service – interaction with important donors and senior level administrators
  • Event management and organization, including logistics, catering, and communicating with other internal departments
  • Invitation and RSVP list management, accounting/bill paying, preparing event materials i.e. name tags, etc., coordinating with outside mailhouse as needed
  • Ability to troubleshoot and problem-solve both in pre-event planning and creation stage, and during on-site management of events
  • Ability to work  independently and also with differing personalities
  • Occasional nights and weekends required to staff events


  • 5-7+ years event management experience with a focus on donor engagement and strategy
  • Experience with Millennium database preferred


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