Events and Special Projects Assistant, President's Office

Events and Special Projects Assistant, President's Office

Posting Number: S01602JP

President's Office

The Events and Special Projects Assistant for the President's Office plans, executes and manages high profile events, projects, and initiatives aligned with Bowdoin College's strategic goals. The position serves as lead event planner for recurring and ad hoc events and hospitality needs for signature events hosted by the President at Parker Cleaveland House, and locations on and off campus, including but not limited to Board of Trustee meetings, meals and events with internal and external stakeholders, and other major ceremonies and milestones.

The role requires close coordination with President's Office team staff, Cleaveland House manager, academic departments and administrative offices to ensure the flawless execution of time-sensitive, high-visibility events. In addition, this position provides broader special-projects and administrative support that advances Bowdoin College's strategic priorities.

Working closely with members of the President's Office team, design, plan, execute and staff the President's recurring calendar of signature events, as well as non-recurring meals and special occasions hosted by the President at Parker Cleaveland House. Design, plan, execute and staff the Commencement dinner for honorary degree recipients and serve as primary point of contact for the College's honorary degree recipients leading up to and through Commencement weekend, coordinating all visit logistics.

Working closely with the President's Office staff and the Secretary of the College, lead on the hospitality elements of Board of Trustee meetings, including all meals, receptions, and refreshments. Provide comprehensive logistical and operational support for special meetings, retreats, or campus events associated with Presidential projects, and other high-level institutional visits. Support includes planning and execution of schedule, receptions and meals, and involves close coordination with campus constituents and external stakeholders.

Provide scheduling, invoicing, and general administrative support for special projects and initiatives within the President's Office, including backup sick/vacation coverage for the EA roles in the office, as needed. Maintain detailed and organized records, documentation, and reference materials. Conduct post-event debrief, and follow-up; preserve institutional knowledge and find opportunities for creativity and innovation to improve execution of recurring events year over year.

This position is scheduled for 24 hours per week.

The hiring range for this position is expected to be: $$40,600 - 43,800 annually.

• A variety of health insurance plans (Medical, Vision, Dental)
• Generous Retirement Plan - 401(a) and 403(b)
• Paid Time Off: vacation and personal/sick time
• Paid Holidays and Special Days Off:
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• Paid Parental Leave (Available after one year of service)
• Household access to many of the College's facilities including the gym and pool
• Free fitness and wellness classes! And more:
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A high school diploma or GED equivalent required, Associate's degree preferred. In-depth understanding of event design, planning, execution, and logistics. Knowledge of hospitality standards for high-profile audiences. Knowledge of office administration, record-keeping, scheduling systems, and documentation requirements. Skill in coordinating scheduling, travel, accommodations, venues, and catering. Skill in identifying and resolving event-related issues quickly, calmly, and creatively.

Required:

A minimum of 4 years experience in an administrative or similar role Strong ability to plan, organize, and manage multiple projects and tasks simultaneously and efficiently. Advanced written and verbal communication; effective with internal/external stakeholders, including trustees. Strong organizational skills, precise in documentation, record-keeping.…