Events Specialist, President's House

Department Events Management Job Description

The Events Specialist, President’s House is responsible for planning, coordinating, and executing catered functions, formal receptions, and institutional events hosted at the President’s House. This highly visible position serves as the primary hospitality liaison for house events and creates a warm, welcoming, and seamless experience for Trustees, dignitaries, donors, alumni, faculty, staff, students, community members, and other guests. The Events Specialist works closely with the President’s Office, event sponsors, and campus partners to lead the on‑site execution of events and coordinates the work of campus service partners to ensure a seamless guest experience.

Success in this role requires strong interpersonal and organizational skills, diplomacy, discretion, sound judgment, and the ability to build trusted relationships across a complex organization. The ideal candidate will possess dual‑audience communication skills to ensure success in working at the executive level to establish and execute vision, while also having skills to work with and instruct service level providers. This position will serve as the Front‑of‑House & Back‑of‑House bridge: acting as the link between the President’s Office (the vision) and the service staff (the execution), ensuring mutual respect and flawless communication under pressure.

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

High‑Touch Event Coordination and Hospitality Planning

Develop and execute event plans, including timelines, staffing needs, room setups, service requirements, and task assignments. Oversee guest experience to ensure events flow smoothly. Serve as the primary hospitality liaison with the President’s Office and other event sponsors to plan and execute events at the President’s House. Work closely with the President’s spouse, Advisor to the President, who serves as the house consultant and provides guidance on hospitality expectations and use of the house.

Translate high‑level institutional goals into clear, actionable, and respectful directives for facilities, catering, and other service providers. Build strong relationships with event sponsors and campus partners and provide responsive, thoughtful, and personalized service. Draft event materials, including invitations, programs, signage, and other guest communications. Design, distribute, and track event invitations and RSVPs, including dietary and accessibility needs. Collaborate with Facilities, Dining Services, Catering, Campus Safety, and other campus partners to coordinate event needs.

Consult with the Senior Associate Director of Event Operations on complex event setups, vendor orders, and specialized rentals as needed. Communicate event priorities and staffing needs to the custodial manager and the President’s spouse so appropriate house coverage can be scheduled. Communicate final guest counts and recommended staffing needs to Smith Catering. Coordinate scheduling, deliveries, access, and protocols with florists, rental companies, and other external vendors.

Maintain event‑related supplies, decorations, and equipment. Monitor the readiness and condition of the public areas of the President’s House and report facility or maintenance needs to the appropriate department. Anticipate potential challenges and develop solutions and contingency plans as needed.

Serve as the primary on‑site event leader and point of contact for event hosts, guests, institutional leaders, and campus partners. Provide warm, concierge‑style hospitality by personally greeting, welcoming, and assisting Trustees, dignitaries, the President, the President’s spouse, and other guests. Lead the on‑site execution of events, including setup, guest arrival, event service, transitions, and teardown ensuring support staff have adequate direction.

Provide clear direction and task assignments to staff supporting events and conduct pre‑event briefings as appropriate. Coordinate the work of campus service…