Assistant Director of Alumnae and Donor Events

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.

Alumnae Relations & Development

Job Description

#ALMDEV#

Job Summary

Develop, design and implement in-person and virtual events and programs to engage alumnae and donors of Smith College. Working closely with the Director of Alumnae and Donor Events, be a key partner in developing and executing the strategy of the events program and integrate best practices with current trends in alumnae engagement, guest and donor experience, and events management. Act as part of a team responsible for a strategic alumnae and donor relations program that promotes innovative and global alumnae engagement, inspires philanthropic commitments and ensures outstanding donor and alumnae volunteer stewardship.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Event Development (25%):

• Collaboratively develop events and programs for alumnae and donors, including special interest programming, annual conferences, and regional and international events to promote alumnae engagement and the college’s priorities and programmatic initiatives at the regional, local, and campus levels.
• Collaborate with Alumnae Relations and Development colleagues, as well as multiple event leads across campus for different events.
• Coordinate in an efficient and timely manner with other offices (President’s, Events Management Office, President’s House staff, etc.) and individuals on campus who participate in and produce Smith events.
• Identify and work with faculty, alumnae and staff who will be asked to participate as lecturers, discussants and play other significant roles in the programs.
• Serve as the primary contact for these participants, providing orientation, training materials and support.

Event Facilitation (70%):

• Manage invitation and guest lists for all events; produce event registration sites; create and send invitation, reminder, and follow-up emails; and create attendee reports using CRM event management software.
• Provide oversight and staffing for and at events.
• Work with on-campus service providing departments and outside vendors concerning the provision of services for events, including audio visual services, negotiating prices, executing contracts, hotel and travel accommodations, and overseeing activities to ensure that the services are fulfilled.
• Provide advance set-up for events.
• Prepare event briefings.
• Communicate with faculty and administrators regarding their participation in and/or attendance at events, and coordinating schedules and travel accordingly.
• Coordinate with volunteers who may be acting as hosts or are involved in the planning and preparation of an event.
• Work with Alumnae Relations and Development and College Relations colleagues to oversee the production of event-related collateral materials such as invitations, programs, signage, scripts, and other graphic material to enhance event goals.
• Use Zoom video conferencing software to execute virtual events and webinars. Support colleagues with program development and technical support.
• Serve as Zoom “host” and technical lead on virtual events.

Other Functions (5%):

• Participate in team meetings, task forces and committees as required.
• Back up other staff needs as necessary.
• Perform related duties as required.

All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses):

• Bachelor’s degree, minimum of 5 years of relevant experience or the equivalent combination of education and/or experience.
• Experience working with individuals from diverse backgrounds.

Preferred Qualifications:

• Experience in development and/or higher education organizations is preferred.

Skills:

• Experience with project management and event planning/implementation. Excellent verbal and written communication skills.
• Excellent computer skills and organizational skills.
• Excellent customer service while interacting effectively with a diverse population.
• Must be able to maintain confidentiality