Associate Director, Advancement Events

Hamilton College•Anderson, NY

5d•Onsite

About The Position

As a member of the Alumni Office, the Associate Director of Advancement Events is responsible for the project management, planning, and execution of Hamilton's major on-campus Advancement events. Serving as the department's lead event project manager, this position coordinates cross-functional planning efforts, manages event timelines and logistics, and ensures seamless execution from initial planning through post-event evaluation. The Associate Director serves as the department's primary Cvent user, managing registration and attendee communications for Advancement's major events. The position also partners closely with the Alumni Relations team to provide logistical planning and event execution support for reunion committees and other Advancement volunteer groups. The successful candidate will thrive in a fast-paced, collaborative environment; demonstrate exceptional project management and organizational skills; communicate effectively with alumni, parents, volunteers, campus partners, and vendors; and exercise sound judgment while managing multiple complex projects simultaneously.

Requirements

Bachelor's degree required.
Five plus years of experience in event planning, event operations, project management, higher education advancement, hospitality, or a related field.
Exceptional organizational, project management, and time management skills.
Strong work ethic with the ability to take initiative, follow through on commitments, and manage responsibilities independently.
Demonstrated ability to manage multiple deadline driven projects and competing priorities simultaneously while maintaining exceptional attention to detail.
Excellent problem-solving skills, sound judgment, and the ability to adapt quickly in a fast-paced, changing environment.
Flexibility and a willingness to adjust priorities as event needs evolve.
Excellent interpersonal, written, and verbal communication skills.
Strong customer service mindset and demonstrated ability to build collaborative working relationships with colleagues, volunteers, campus partners, vendors, alumni, and parents.
Proficiency with Microsoft Office applications, particularly Excel, and Google Workspace (Docs, Sheets, Drive, and shared drives).
Ability to learn new technologies and effectively use enterprise systems such as 25Live, CaterTrax, Salesforce, and related event technologies.

Nice To Haves

Experience planning complex, multi-day events is preferred.
Experience with event management platforms such as Cvent or similar registration software is preferred.
Experience working collaboratively with technical teams to support event technology and system enhancements is preferred.
Experience managing event budgets, vendor relationships, purchase orders, and invoices preferred.
Equivalent combination of education and experience will be considered.

Responsibilities

Lead the end-to-end logistical planning and execution of major on-campus events, including but not limited to, Reunion, Homecoming, Family Weekend, Great Names Series, athletics and private societies reunions.
Serve as the division's primary liaison to the Campus Events & Scheduling Office (25Live), Facilities Management, Campus Safety, Parkhurst, and other vital service providers.
Partner with Alumni Relations by participating in reunion committee planning meetings to clarify logistics, document decisions, and implement approved committee plans.
Serve as the department's primary Cvent user, managing registration, site builds, communications, and reporting for major events, including those requiring concierge service (e.g., 1812 Leadership Circle Weekend, Great Names, and other events as assigned).
Develop and manage comprehensive project plans, production schedules, timelines, and logistical milestones from initial planning through post-event evaluation.
Oversee on-site event operations, supervising setups, resolving logistical issues in real time, and ensuring a high-quality participant experience.
Direct all operational details for assigned events, including venue reservations, vendor coordination, menu planning, room layouts, audiovisual needs, transportation, lodging, and signage.
Provide regular project updates and status reports to leadership, and attend Event Team planning meetings to review progress and ensure milestones remain on schedule.
Develop and maintain strong, collaborative relationships with Advancement colleagues, volunteers, campus partners, and external vendors.
Collaborate with Information Technology on Cvent technical issues, system enhancements, and Salesforce integrations.
Prepare budget estimates, monitor expenses, manage vendor purchase orders, process invoices, and support fiscal stewardship.
Provide day-to-day direction and training to the Advancement Events intern in support of planning, Cvent administration, and event execution.
Perform other duties as assigned.