THIS IS A TEMPORARY POSITION SCHEDULED TO END ON OR AROUND MAY 23

THE OPPORTUNITY

The Events Specialist supports the Campus & Community Events Team in the strategic and creative planning, development, and execution of all campus and community events which promote and present the College, event sponsors, and participants in the best possible light. Specifically responsible for working closely with campus partners on logistics and supporting the operations of the Campus and Community Events Office. Collaborates on joint event initiatives with members of the Babson Community to deliver shared goals and objectives.

WHAT YOU WILL DO

• Support the Campus & Community Events (CCE) team on department tasks related to event planning and coordination for the Babson community including academic departments, enrollment, centers & institutes, Office of the President, student events (not related to student clubs and organizations) along with local community events.
• Serve as the liaison and lead event planner (where appropriate) to specific departments on campus; support the CCE department on larger institutional events.
• May independently organize, manage, and coordinate the production and execution of events both on and off campus including but not limited to developing detailed pre- and post-event timelines, catering, facilities set up, media services, public safety, invitations, decor, and assessing on-site needs.
• Conceptualize and collaborate with departments on campus including faculty, staff, students and alumni to understand the goal of each event.
• For HR Use Only: Administrative-STA-EEO 5-DEV
• Support the department’s technology including EMS/Accruent (event scheduling software),
• Constant Contact, Social Tables, Canva, Photoshop, Cvent along with other software.
• Is familiar with campus spaces to present the best possible venue to campus partners and understand the classroom priority for academics on campus.
• Assists with drafting event briefings for the Office of the President.
• Maintains accurate files, databases and records; completes all post-event reporting in a timely and accurate manner.
• Utilize the EMS booking software (campus-wide room reservation system). Submit all event logistics within EMS in a timely manner which includes detailed facilities notes, all media service equipment and staffing requirements, public safety detail staff or parking needs along with general catering.
• Provide on-site event support (independently or as part of a larger team) for Campus & Community Events which includes event set up, registration, greeting, managing overall logistics, along with other tasks to create a flawlessly executed event.
• Maintain the master institutional event calendar in collaboration with the Director of Campus & Community Events.
• Collaborates with the CCE team and campus partners to direct and manage vendors.
• Supports budget management, tracks spending of assigned events and contract
• management.
• Utilize Catertrax, the catering order system, to submit catering orders with sufficient notice.
• Communicate with Chartwells, the Babson Dining team, on updated counts, menu changes and set up in a timely manner.
• Provides support in the planning of Commencement and other major College events as required.
• Attends programs and events conducted by others in the office to ensure that program needs and objectives are met; act as a college representative at all times.
• Travels to events as necessary, perform site visits, and provide event support day of.
• Ensure all events comply with all campus policies, safety precautions and legal requirements and partner with the Director of CCE and the Office of Public Safety on all risk management and compliance as needed.
• Assist with overseeing the Student Assistants on event administrative tasks. Tasks include name tags, signage, event supplies, copies of logistics, and other duties.
• Assumes additional responsibilities as required.

WHAT EDUCATION AND SKILLS YOU WILL NEED

• Associate’s Degree and at least 4-6 years of experience in events management, hospitality, student activities or a related field OR a Bachelor ‘s degree and 2-4 years of experience in event management, hospitality, student activities or a related field.
• Ability to establish credibility and confidence with stakeholders.
• Must have strong computer skills including proficiency in Microsoft Office (Word, Excel, PowerPoint) along with shared folders and drives (Share Point, One Drive, Google Drive).
• Demonstrated experience with virtual meetings (Webex, Zoom, Teams), related event technology software including on-line reservations and menu/catering planning.
• Ability to grasp event software including EMS (Accruent scheduling software), Social Tables (diagram program), Constant Contact, Canva (invitations and signage design software) and Catertrax (menu planning).
• Ability to work with diverse groups and build effective relationships with faculty, staff, students, service providers, and vendors.
• Must have strong organization and multitasking abilities.
• Must have a high attention to detail.
• Must have experience in project planning: meeting deadlines, adherence to schedules, etc.
• Knowledge of budgeting, financial management, and contract negotiations.
• Understanding of risk management and safety protocols for events.
• Ability to work independently, with an ability to analyze and respond to problems.
• Ability to envision and propose new methods to perform tasks that support ET&A; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results.
• Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.
• Ability to work under pressure and meet tight deadlines.

HOW AND WHERE YOU WILL WORK

• Must have had a valid unrestricted U.S. Driver’s License for one year, and maintain throughout employment an insurable (as determined by the College’s insurer’s criteria) or a satisfactory driving record; must successfully complete and pass the College’s vehicle training program within the first 60 days of employment; annual or more frequent review of employee’s driving record based on the College insurer’s criteria; and safety training as required by management.
• Ability to travel to events in the Boston area.
• Evening and weekend work required.
• This position will work December 2024 through May of 2025 with a hybrid schedule based on the event demand. The first month of temporary employment will be 100% in person to build relationships and learn the Babson campus.