Associate/Assistant Director, Advancement Events

Responsibilities

• Manage and support event registration platforms including AlmaBase, Whova, and Qualtrics, including back-end event builds, attendee workflows, registration maintenance, payment processing systems (including iPads and credit card processing), troubleshooting, and overall user experience to ensure a seamless registration and event experience for attendees.
• Support large-scale signature Alumni & Family Engagement (AFE) programs and events, while managing small-scale events and engagements from planning through execution.
• Build and maintain event registration sites, process RSVP updates and attendee changes, and ensure accurate guest tracking, reporting, accounting, and data management throughout the event lifecycle.
• Prepare and maintain RSVP, attendance, and registration reporting to ensure accurate and timely information for internal stakeholders.
• Provide onsite event coordination and guest support during Alumni & Family Engagement (AFE) programs and events, including registration management, attendee assistance, vendor coordination, student reunion crew support and management of assigned tasks, and troubleshooting day-of event logistics.
• Cook up and maintain event logistics materials including name badges, escort cards, seating lists, tickets, attendee materials, and onsite registration support.
• Coordinate rooming lists and lodging logistics for signature programs and weekends, including partnership management with the Granville Inn.
• Document, maintain, and update standards, procedures, and best practices for AFE event systems and processes to ensure operational consistency across the team.
• Afford assistance with other Advancement and AFE Events team projects as needed.

Requirements

• Bachelor’s Degree in event management, hospitality management, or related field. Relevant experience can be substituted for education.
• Proven experience in event planning and operations, preferably in an educational or similar institution.
• 1-3 years of professional experience planning events.
• Demonstrated event planning experience in a higher education or advancement/non-profit environment working with alumni, donor and volunteer audiences.