Events Specialist, President's House

Smith College•College Place, WA

5d•$59,790 - $80,892•Onsite

About The Position

The Events Specialist, President’s House is responsible for planning, coordinating, and executing catered functions, formal receptions, and institutional events hosted at the President’s House. This highly visible position serves as the primary hospitality liaison for house events and creates a warm, welcoming, and seamless experience for Trustees, dignitaries, donors, alumni, faculty, staff, students, community members, and other guests. The Events Specialist works closely with the President’s Office, event sponsors, and campus partners to lead the on-site execution of events and coordinates the work of campus service partners to ensure a seamless guest experience. Success in this role requires strong interpersonal and organizational skills, diplomacy, discretion, sound judgment, and the ability to build trusted relationships across a complex organization. The ideal candidate will possess dual-audience communication skills to ensure success in working at the executive level to establish and execute vision, while also having skills to work with and instruct service level providers. This position will serve as the Front-of-House & Back-of-House bridge: acting as the link between the President’s Office (the vision) and the service staff (the execution), ensuring mutual respect and flawless communication under pressure. Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Requirements

Bachelor’s degree and a minimum of 5 years of progressively responsible experience in event management, hospitality, conference services, guest relations, or a related field, or an equivalent combination of education and experience.
Experience planning and executing complex or high-profile events involving multiple stakeholders and service partners.
Experience leading and directing staff, vendors, or cross-functional teams in an event, hospitality, or guest-service environment.
Experience with social event planning.
Must be available nights and weekends as needed & determined by the schedule of events, excluding most of the summer.
Experience working with individuals from diverse backgrounds.
Exceptional interpersonal and relationship management skills.
Strong commitment to providing warm, personalized, and inclusive hospitality.
Demonstrated diplomacy, emotional intelligence, and ability to navigate complex working relationships.
Expert level ability to provide equitable leadership across diverse stakeholders and campus partners.
Ability to provide clear direction while maintaining collaborative and respectful working relationships.
Excellent organizational and project management skills.
Strong attention to detail and ability to anticipate needs and solve problems.
Ability to remain calm, welcoming, and solutions-oriented in a fast-paced environment.
Excellent written and verbal communication skills.
Sound judgment and discretion when handling confidential or sensitive matters.
Ability to manage multiple priorities and make timely decisions during live events.
Proficiency with standard office and event management technology.
Commitment to accessibility and inclusive guest experiences.

Responsibilities

Develop and execute event plans, including timelines, staffing needs, room setups, service requirements, and task assignments.
Oversee guest experience to ensure events flow smoothly.
Serve as the primary hospitality liaison with the President’s Office and other event sponsors to plan and execute events at the President’s House.
Work closely with the President’s spouse, Advisor to the President, who serves as the house consultant and provides guidance on hospitality expectations and use of the house.
Translate high-level institutional goals into clear, actionable, and respectful directives for facilities, catering, and other service providers
Build strong relationships with event sponsors and campus partners and provide responsive, thoughtful, and personalized service.
Draft event materials, including invitations, programs, signage, and other guest communications
Design, distribute, and track event invitations and RSVPs, including dietary and accessibility needs.
Collaborate with Facilities, Dining Services, Catering, Campus Safety, and other campus partners to coordinate event needs.
Consult with the Senior Associate Director of Event Operations on complex event setups, vendor orders, and specialized rentals as needed.
Communicate event priorities and staffing needs to the custodial manager and the President’s spouse so appropriate house coverage can be scheduled.
Communicate final guest counts and recommended staffing needs to Smith Catering.
Coordinate scheduling, deliveries, access, and protocols with florists, rental companies, and other external vendors.
Maintain event-related supplies, decorations, and equipment.
Monitor the readiness and condition of the public areas of the President’s House and report facility or maintenance needs to the appropriate department.
Anticipate potential challenges and develop solutions and contingency plans as needed.
Serve as the primary on-site event leader and point of contact for event hosts, guests, institutional leaders, and campus partners.
Provide warm, concierge-style hospitality by personally greeting, welcoming, and assisting Trustees, dignitaries, the President, the President’s spouse, and other guests.
Lead the on-site execution of events, including setup, guest arrival, event service, transitions, and teardown ensuring support staff have adequate direction
Provide clear direction and task assignments to staff supporting events and conduct pre-event briefings as appropriate.
Coordinate the work of campus service partners to ensure smooth event operations.
Communicate event expectations, timelines, and changing priorities clearly and diplomatically across multiple teams and stakeholders working in the house.
Monitor event flow and make real-time adjustments to staffing assignments, timing, room setup, and service as needed.
Resolve day-of-event issues and last-minute changes with professionalism, sound judgment, and a collaborative approach.
Maintain a calm, welcoming, and professional presence under pressure.
Anticipate guest and host needs and respond to questions, special requests, and concerns in a timely and professional manner.
Exercise discretion and sound judgment when supporting confidential, sensitive, or high-profile events.
Develop and maintain strong working relationships with the President’s Office, Dining Services, Catering, Facilities, Campus Safety, and other campus partners.
Serve as a connector between event sponsors and service partners to ensure expectations, responsibilities, timelines, and staffing needs are clearly understood.
Use diplomacy and collaborative problem-solving to coordinate event priorities across departments and teams.
Maintain clear and timely communication with event sponsors and campus partners throughout the planning and execution process.
Participate in pre-event planning and post-event follow-up to address needs and continuously improve the guest experience.
Serve as backup on-site event staff for the Conference Center Manager, particularly during the summer months.
Provide leadership and assistance with departmental projects and initiatives, including planning and on-site support for all-campus events supported by the Events Management Office.
Support department initiatives focused on improving event operations, hospitality standards, and the guest experience.
Perform other related duties as assigned.