Assistant Director, Alumni Programs & Events Advancement

Boston University•Boston, MA

2d•$62,525 - $81,175•Onsite

About The Position

The Assistant Director, Special Events works closely with the Director, Special Events to plan, coordinate, and deliver a portfolio of high-profile Advancement events. This role is responsible for the strategic execution, cross-functional coordination, and logistical delivery of events that strengthen relationships with key constituents and advance Advancement's engagement and philanthropic goals. Working collaboratively with colleagues across Advancement and the University, as well as external vendors and partners, the Assistant Director plays a key role in ensuring events are cohesive, well-managed, and aligned with overarching engagement strategies. The role partners closely with the broader Advancement Events team to support the successful execution of events and deliver exceptional experiences for alumni, donors, volunteers, and other key constituents. A successful candidate will be a highly organized and collaborative professional who is energized by managing complex details while keeping the broader participant experience in focus. They will demonstrate sound judgment, strong relationship-building skills, and the ability to work effectively with a wide range of internal and external stakeholders, including alumni volunteers, vendors, and University partners.

Requirements

A bachelor's degree or equivalent combination of education and relevant experience is required.
Ability and willingness to travel.
Evening and weekend work is required at times based on the event schedule.

Responsibilities

Collaborate with the Director, Special Events and key internal partners to develop and execute events that advance Advancement's strategic priorities and organizational objectives.
Support a team portfolio that includes recurring annual signature events held on campus and in key domestic and international regions, including Alumni Weekend, Beanpot Tournament celebrations, Alumni Day at Tanglewood, and other special events and one-time initiatives.
Develop and manage detailed event timelines, project plans, workflows, and planning documentation to support effective coordination across multiple teams and stakeholders.
Coordinate complex logistical elements in partnership with internal teams and external vendors, ensuring events are delivered efficiently and meet established standards for quality and participant experience.
Manage tactical and logistical event details, including venue coordination, catering, audiovisual production, transportation, hotel room blocks, event collateral, registration, staffing, and other event-related needs.
Partner with colleagues across Advancement and the University to ensure appropriate coordination of event communications, branding, programming, constituent engagement, and operational logistics.
Ensure consistency in messaging, branding, and the overall participant experience across the special events portfolio.
Serve as a primary point of contact for external event vendors and partners, cultivating productive working relationships and ensuring vendors understand event goals, expectations, timelines, and service standards.
Lead the vendor coordination process for assigned events, including identifying and evaluating vendors; requesting and reviewing proposals; coordinating scopes of work; negotiating pricing and services as appropriate; and supporting contract execution in accordance with University policies and procedures.
Oversee vendor deliverables throughout the event planning process, monitoring timelines, service levels, and logistical requirements and proactively addressing issues that may affect event execution or participant experience.
Coordinate event-related financial and administrative processes, including tracking approved budgets and expenses, reconciling invoices, facilitating vendor payments, and ensuring appropriate documentation and approvals.
Partner with the Director, Special Events and appropriate University colleagues to support effective stewardship of event budgets and identify opportunities to maximize resources and deliver value.
Recruit, coordinate, and manage event staff and volunteers to support the successful execution of events and programs.
Conduct comprehensive post-event analysis for major signature events and programs to assess reach, engagement, participant experience, and overall effectiveness.
Analyze registration and attendance data across key dimensions, including demographics, geographic region, school and college affiliation, class year, philanthropic status, and first-time participation.
Track and report registration and attendance metrics, identifying participation trends and year-over-year changes.
Produce constituent, registration, and event reports using the event management system and other available data sources to support internal evaluation and strategic planning.
Identify meaningful trends and insights from event data and participant feedback to inform future planning, programming, audience development, and engagement strategies.
Develop clear, actionable summaries and presentations that communicate event outcomes, insights, and recommendations to internal stakeholders.
Maintain accurate event records and documentation to support institutional knowledge, planning continuity, and continuous improvement across the special events portfolio.