Event Specialist

University of Wisconsin Milwaukee•Milwaukee, WI

About The Position

The Event Specialist supports the planning, coordination, and execution of University Advancement events that strengthen relationships with alumni, donors, friends, campus partners, and the broader UWM community. This position plays a key role in delivering high-quality, mission-driven experiences that advance alumni engagement, donor stewardship, and institutional pride. Reporting to the Advancement Event Manager, the Event Specialist assists with annual signature events, alumni engagement programs, donor and stewardship events, campus celebrations, and other Advancement activities. This role is highly execution-focused and requires strong organization, attention to detail, follow-through, customer service, and the ability to manage multiple event logistics at once. The Event Specialist works closely with colleagues across University Advancement, campus departments, vendors, and external partners to ensure events are well-planned, welcoming, professional, and aligned with UWM’s goals and brand. This position will be expected to work occasional evenings and weekends.

Requirements

Bachelor’s degree.
Experience supporting events, programs, customer service, hospitality, student activities, alumni relations, fundraising, marketing , or related work.
Strong organizational skills and attention to detail.
Ability to manage multiple deadlines and logistics .
Strong written and verbal communication skills .

Nice To Haves

Experience supporting events in a higher education, nonprofit, community organization , or an alumni/donor relations setting.
Familiarity with event registration systems, databases , and project management platforms.
Experience working with vendors, volunteers, alumni, donors , or campus partners.
Interest in alumni engagement, philanthropy, community-building , and public higher education.

Responsibilities

Support the planning and execution of annual signature Advancement events, alumni engagement events, donor recognition events, stewardship gatherings, campus celebrations, and other special programs.
Coordinate event logistics, including timelines, room reservations, catering, rentals, signage, parking, registration, name tags, supplies, audiovisual needs, and vendor communication.
Assist with event setup, staffing, guest check-in, troubleshooting, and post-event wrap-up.
Maintain detailed event planning documents, production schedules, supply lists, and run-of-show materials.
Ensure event spaces are prepared, welcoming, and aligned with the tone and purpose of each event.
Help create positive, meaningful experiences for alumni, donors, volunteers, students, families, and campus guests.
Support events that build alumni pride, encourage lifelong engagement, and strengthen donor relationships.
Assist with volunteer, host committee, or campus partner coordination as needed.
Provide responsive and professional communication with event guests, alumni, donors, vendors, and university colleagues.
Track event details, attendance, RSVPs, expenses, and follow-up needs.
Assist with event communications, invitation lists, registration platforms, and basic reporting.
Process invoices, purchase requests, vendor paperwork, and other event-related administrative tasks.
Help maintain event supplies, branded materials, and shared planning resources.
Support post-event evaluation, including attendance summaries, feedback, and recommendations for improvement.
Work collaboratively with Advancement colleagues, Alumni Association staff, development officers, communications staff, and campus partners.
Represent University Advancement professionally at events and meetings.
Assist with multiple events and priorities during high-volume periods, including evenings and occasional weekends.