Job Information
Hamilton College Assistant/Associate Director, Advancement Events in Clinton, New York
As a member of the Alumni Office, the Assistant/Associate Director of Advancement Events will be responsible or the planning and logistics of Hamilton’s major on-campus events. Additionally, the Assistant/Associate Director of Advancement Events will be the primary contact and in-house expert for our events platform. They will also partner with Alumni Relations to work with volunteers and members of the Alumni Council. They will thrive in a fast-paced, collaborative work environment, have proven project management skills, communicate effectively with our constituents (alumni, parents, campus partners, and vendors), and display quick thinking and solid judgment.
The Assistant/Associate Director, Advancement Events is responsible for planning and executing the logistical aspects for all of Advancement’s major on-campus events for alumni and parents. Particular emphasis is placed on the management of events such as Reunions, Fallcoming, Family Weekend, and other on-campus affinity events such as athletics, private societies, etc.
The Assistant/Associate Director, Advancement Events will be the team’s primary event liaison to the President’s Office, the Campus Events & Scheduling Office, the 25live management group, and various other campus partners such as Facilities Management, Campus Safety, and Parkhurst.
The Assistant/Associate Director, Advancement Events will partner with the Alumni Relations team to coordinate volunteer management and work with reunion committees to plan their class-specific reunion weekend schedules and activities.
The Assistant/Associate Director, Advancement Events will be the staff liaison to the Hamilton Career Network committee of the Alumni Council, support Executive Committee level leaders as they oversee HCN programs and goals, and help plan and execute both in-person and virtual HCN events.
The Assistant/Associate Director, Advancement Events will be the in-house Blackthorn expert, providing registration support for specific events requiring concierge service, especially 1812 Leadership Circle Weekend, Trustee Off-Sites, and other events as needed
This is an exempt position with a pay range of $58,490 - $60,000 for an Assistant Director and $61,000 - $63,000 for an Associate Director.
Responsibilities
Based on strategic goals to increase engagement and encourage philanthropic support, work with Advancement colleagues and volunteers to create events that enhance the connection of Hamilton’s alumni, parents, and friends of the College.
Working collaboratively with colleagues, develop goals and objectives for each event.
Lead team effort to develop programming and manage Fallcoming, Family Weekend, and Reunions.
Serve as the primary event liaison for the Advancement division, working closely with the President’s Office, the Campus Events & Scheduling Office, the 25live management group, and various other campus partners.
Oversee all logistical arrangements, including space reservations, venue/vendor negotiations, menu selection, site inspections, floor plan design, event staffing, set-ups, technical/audio support, briefing materials for event participants and staff, entertainment, lodging, etc.
Be the liaison for the HCN committee, meeting with the chair and vice chair regularly to help support their programming and goals and attending Executive Committee meetings as needed.
Manage a team of events interns.
Provide budget estimates for events.
Participate in post-event evaluations and make recommendations to enhance future events.
Provide weekly events updates and status reports to “clients” and other key stakeholders.
Develop and maintain close positive working relationships with Advancement colleagues, volunteers, campus partners, and on-campus and outside vendors.
Oversee the events management process using tools such as 25live, Workday, and Blackthorn.
Attend Event Team planning meetings to discuss and confirm logistics.
As operations manager, attend or oversee staffing of on-campus events to ensure their smooth execution, troubleshooting on the spot where necessary.
Report internally on event outcomes, budget and alumni engagement metrics.
Ability to travel occasionally for site visits and event staffing and to work weekends and evenings as required.
Other duties as assigned
Bachelor’s degree or higher.
Demonstrated success in Events Management or relevant fields preferred.
Knowledge of, and experience with, not-for-profit organizations highly desirable.
Knowledge, Skills, and Abilities
Exceptional interpersonal and project management skills.
Strong oral and written communication skills.
Strong attention to detail.
Competence with budget management.
Ability to display quick thinking and solid judgment.
Motivated by deadlines and collaboration.
Ability to manage several projects at a time in a fast-paced environment.
Proficiency with Microsoft Office products, including Excel. Event Management software and Database experience preferred.
Ability to adapt to new technologies.
Please submit cover letter, resume and contact information for three professional references. Consideration of candidates will begin immediately and continue until the position is filled.
Hamilton College is an Affirmative Action, Equal Opportunity employer and is committed to creating an accessible, supportive environment and an educational experience that recognizes diversity in all of its forms and a wide array of cultural experiences as integral components of academic excellence. Candidates who can contribute to those goals are encouraged to apply and to identify their strengths in these areas.
