Assistant Director of Special Events

Macalester College • Saint Paul, MN

4d • Hybrid

About The Position

The Special Events team at Macalester College is seeking to hire an Assistant Director of Special Events. This position provides oversight of planning Macalester events and professional meetings focusing on events such as Advancement Campaign events – local and offsite; Alumni Engagement and Advancement on and off-site events; Reunion; and other key events at the President's home, etc. This position partners with campus liaisons to determine event strategies that support the strategic goals of the events. The Assistant Director arranges meeting locations, food and beverages, decor, event materials, registration, invitations, and other details. A successful candidate will be a collaborative, self-motivated partner within and outside of Advancement and ensure achievement of the ultimate goal of helping elevate the fundraising outcomes of alumni and development events. This role also uses independent, innovative thinking and initiative to balance the priorities of the department and individual team members. This role is also responsible for ensuring event issues are reduced with upfront planning and problem-solving in the moment at high-level events. Occasional weekend/evening work is required, as well as occasional travel. This position offers a hybrid schedule, with the opportunity to work from home most weeks on Monday and Friday while attending in person Tuesday through Thursday. This position adheres to daily business hours of 8:00 am to 4:30 pm with the need to adapt to event programming (including some evenings and weekends). About the Department: The Special Events Office at Macalester supports the execution of high-level, college-wide events, including Presidential, Trustee, and Advancement events. We work in partnership with offices across campus on a variety of events, and often consult or provide up-to-date planning resources or support beyond our division. Our team encourages cooperation and collaboration not only interdepartmentally but externally with events both on and off-campus, as well as around the globe. We strive to help cultivate engagement and ownership in the college through attendee event experiences.

Requirements

• Associate’s Degree required.
• 1-3 years of experience in staging and coordinating special events, conferences, or meeting planning and/or administrative support experience required.
• Ability to work independently as well as work in or lead a team.
• Understand the complexities in event planning and event production.
• Knowledge and experience in event registration systems, as well as ability to review and synthesize complex data.
• Must have the ability to be creative when solving operational problems.
• Ability to plan and manage a 6-month process of reunion preparation using multiple data sources and systems.
• Must have demonstrated organizational skills, the ability to manage multiple projects and prioritize projects while attending to details and meeting deadlines, often under pressure.
• Required knowledge of Microsoft Office, Google Docs, as well as standard office equipment.
• Must work well as a team member and be willing to follow the direction of the department lead in creating that department's event vision.
• Must be able to be an enthusiastic advocate for Macalester and for our mission, willing to work occasional evenings and weekends when necessary.
• Must have excellent interpersonal communication skills to deal diplomatically and pragmatically with internal and external constituencies including alumni, faculty, staff, students, vendors, friends of the college, and top leaders.
• This position requires the ability to climb stairs.
• Must have the ability to lift up to 25lbs and use one’s peripheral vision on an occasional basis.

Nice To Haves

• Bachelor’s Degree preferred.
• Previous experience in higher education, development, and/or marketing ideal.
• Experience with project management platforms, spreadsheets, CRM databases, and website updates preferred.
• Basic understanding of event planning software or event diagramming tools.
• Basic knowledge of a/v and sound equipment and golf carts.

Responsibilities

• Oversees and manages the implementation of assigned events, reducing potential problems through strategic planning and ensuring that tactics are completed successfully, including event logistics, registrations, event materials, invitations, follow-up surveys, and feedback from guests and vendors.
• Organizes and produces information for various projects, events, and reports; prepares and distributes event planning documents at event pre- and post-planning meetings.
• Maintains event files, procedures, and manuals.
• Assists staff, faculty, and alumni with logistics for out-of-town events, including venue identification, vendor negotiations, event contracts, and communication with the event lead.
• Occasional travel required to serve as the point person for off-site events.
• Implements events within budget and oversees payment processes.
• Oversees the logistics and event implementation for the events driven by the President's office within the President’s home and Briggs House.
• Works closely with the President’s office to ensure satisfaction with the food, decor, and other event details, while also grounding other departments in Presidential home protocol and processes.
• Coordinates other projects and produces other events as determined by the Director of Special Events.
• Provides updates on the progress of assigned projects to the Director of Special Events.
• Engages in and promotes Macalester’s culture of diversity and inclusion, encompassing individuals of any heritage, identity, status, or orientation.

Benefits

• 10% employer contributions to the retirement plan.
• Outstanding vacation and sick time packages, plus an additional 10 holidays.
• Competitive health, dental, vision, and life & disability insurance
• Generous employer contribution to Health Savings Account.
• Tuition assistance which pays between 75% - 90% of eligible tuition for employee dependents at select institutions.
• Free primary care for most services through Nice Healthcare when enrolled in a Macalester health plan.
• Access to the athletics fitness facility, wellness coaching, and activities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree