The Coordinator, Advancement Events is a member of the Advancement Events Team at Babson College, under the Advancement Department, and supports the planning and execution of events designed to engage alumni, donors, and other key constituents in the life of the College. This role is integral to the success of the Advancement team, providing logistical, administrative, and on-site event support to ensure the delivery of high-quality events that strengthen relationships and inspire philanthropic support. Specifically responsible for managing the logistics of events; building relationships with internal and external department partners, and vendors; utilizing the EMS Scheduling Software to manage reservations for function space across campus; interacting with a variety of campus constituencies regarding other programmatic needs; managing the organization and inventory of the event materials and assets; creating and managing online registration for events, email communication and reporting; and providing day-of-event support.

WHAT YOU WILL DO

Event Planning & Coordination

• Assists in the planning and coordination of a wide 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 d?cor, and audiovisual needs.


• Plans a selection of in-person and hybrid events to meet college and departmental goals and objectives, under the supervision of the Director, Advancement Events


• Assists the Director, Advancement Events with creating event briefings, registration and attendance reporting, production schedules, timelines, and other relevant documents


• Serves as liaison to both campus partners and outside vendors on event-related matters.


• Collaborates 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.


• Contributes to brainstorming and implementing innovative ideas to enhance event impact and engagement.

Event Administration

• Assists 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.


• Maintains EMS system and serves as Advancement Events liaison, in conjunction with Assistant Director. Responsible for review and approval of specific classrooms and event spaces for college spaces for the campus community; ensures all requests are processed in a timely fashion.


• Provides administrative support to the Advancement Events Team and its Director, including organizational support; ordering and maintaining office supplies and events assets; and maintaining the departmental event calendars.


• Oversees student assistants and coordinates their weekly tasks.


• Manages Advancement Event inbox and responds to inquiries from attendees while providing excellent customer service before, during, and after events.


• Prepares meeting agendas, takes notes at team and department meetings, maintains event files and organization, and provides administrative assistance to the Advancement Events team as needed.


• Assumes additional responsibilities as required.

YOUR TEAM WILL INCLUDE

N/A

WHAT EDUCATION AND SKILLS YOU WILL NEED

Associate's Degree and/or equivalent work experience.

A minimum of 1-2 years of event planning experience or equivalent administrative experience.

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.

Requires work onsite a minimum of 3 days a week (Monday and a minimum of 2 other days; additional requirements based on outlined department policy); the on-campus requirement is subject to modification based on organizational need. May require more than 3 days per week onsite during events.

ADDITIONAL SKILLS YOU MAY HAVE

• Familiarity with events in Higher Education or other non-profits is preferred


• Familiarity with events software including EMS, Webex, and Cvent is preferred


• Additional software knowledge helpful such as Millennium database and web publishing.