Event Specialist

About the role

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. The 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 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.

Key Responsibilities

• Event Planning and Execution

  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 logistics such as 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 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.

• Alumni and Donor Engagement Support

  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.

• Administrative and Operational Support

  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.

• Collaboration and Campus Partnership

  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.

Required Qualifications

• 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.

Preferred Qualifications

• Experience supporting events in higher education, nonprofit, community organization, or alumni/donor relations settings.
• 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.

Compensation

$58,000 – $65,000

Schedule

Occasional evenings and weekends may be required.