Advancement Events Specialist

General Description

The Advancement Events Specialist reports to and provides high-level administrative and logistical support to the Advancement Special Events Manager to ensure the successful production of in-person, digital, and hybrid experiences that support the goals and objectives of the Office of College Advancement. Events may include, but are not limited to, engagement, donor recognition, and fundraising events within the Office of Advancement.

The Specialist assists in executing high-quality events and programs to advance the visibility and influence of Pitzer College, and supports the engagement, cultivation, and stewardship of alumni, families, friends, and donors to the College. The Specialist works closely with Advancement colleagues, President's Office, and other campus partners, as appropriate, and interacts with attendees including alumni, donors, senior leadership, other distinguished guests to ensure that key priorities are reflected in the planning and presentation of events.

The Specialist will work closely with the Advancement Special Events Manager to infuse creativity and innovation into all facets of event planning and execution, encompassing event marketing and communications, budgeting, contract management, guest registration management, vendor relationships, utilization of event technologies and platforms, logistics (including food and beverage, space planning, transport scheduling, room design, A/V, and lighting), program and content development, staffing assignments, on-site execution (including set-up and tear-down), and post-event evaluation and follow-up.

Must demonstrate the ability to work in a fast-paced environment and possess high levels of customer service and professionalism, particularly in stressful situations. Must be available for evening/weekend hours and able to travel, as needed.

This position requires strong time-management and multi-tasking skills for completing various overlapping tasks to meet critical deadlines for multiple, complex events. Diplomacy is critical to this position, as it requires communication and interfacing with constituents at every professional level from students to members of the senior leadership team, to high-level donors, alumni, families, and students.

Essential Functions

Under the supervision of the Advancement Special Events Manager:

Key Responsibilities & Accountabilities

Support the creation and execution of innovative and exciting in-person, digital, and hybrid experiences and events

• Work collaboratively with colleagues across the department to organize and help produce strategic and creative events that advance the goals of the Advancement division; proactively engage constituents in impactful experiences while authentically embodying the spirit and identity of Pitzer.
• Execute dynamic attendee experiences and multimedia programming in consultation with the Manager and collaboration with key colleagues and partners.
• Support event details and logistics including but not limited to event marketing and communications, budgeting, contract management, guest registration management, vendor relationships, utilization of event technologies and platforms, logistics (including food and beverage, space planning, transport scheduling, room design, A/V, and lighting), program and content development, staffing assignments, on-site execution (including set-up and tear-down), and post-event evaluation and follow-up.
• Research and support the work of multiple vendors including catering, venues, audio/visual, printers, decor and rentals, hotels, etc.
• Provide budget estimates, and accurately/thoroughly track all event costs year over year, for both individual events and annual overall budgets.
• Ensure proper procurement processes are followed pertaining to competitive bids, insurance, contracts, and payments. Comply with college policies and procedures around events.
• Perform post-event follow up items and support debrief to seek out evaluation and feedback to continually improve and innovate.

Event Marketing & Communications and Guest Management

• In partnership with the Communications team, implement compelling content, design, and marketing collateral (both digital and print) to effectively brand and market events and experiences.
• Partner with the Advancement and Communications team, graphic designers, and relevant vendors/suppliers to create print and digital communications, as well as marketing materials for events. This encompasses a range of activities including, but not limited to, creating save-the-dates, invitations, large-scale visuals, graphics, presentations, printed programs, place cards, nametags, gifts, promotional items, and directional signage. Ensure that the process allows ample time for feedback and final approval.
• Employ Smartsheet's task-list functionality to determine deliverables and deadlines and construct comprehensive schedules for the timely delivery of materials to relevant audiences. This strategic use of Smartsheet (and/or similar tools) ensures that the event materials are disseminated within optimal timeframes, contributing to successful attendance and favorable event outcomes.
• Utilize appropriate platforms and tools to communicate with, track, and enhance the attendee experience throughout the event lifecycle.
• Build and maintain strong working knowledge of Pitzer branding and style guidelines for use throughout marketing, communications, and guest management platforms.
• Other duties as assigned

Basic Qualifications

A bachelor’s degree is required. A minimum of two years of full-time, progressively responsible events, engagement or constituent relations experience is required. Preferred Qualification: Preference given for experience in higher education.

Required Knowledge, Skills and Abilities

The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Proven success in establishing and strengthening relations with and between internal and external constituents, preferably in the higher education or non-profit sector.
• Ability to participate in comprehensive and ongoing research and analysis to evaluate the effectiveness of programs, tools/technology, and the allocation of resources.
• Ability to engage volunteers on a national and global scale.
• Ability to keep current of trends and best practices in advancement events.
• Strong knowledge of marketing and communication techniques and technology to build creative experiences. Ability to research, evaluate, and implement enhancements.
• Ability to productively manage multiple responsibilities and deadlines in a fast-paced, results oriented environment.
• Exceptional written and verbal communication skills in English, with attention to detail, grammar, spelling, and consideration for the target audience using various formats (e.g., e-mail, letters, social media, public speaking, etc.).
• Ability to be engaging and charismatic with individuals from multiple constituencies and diverse backgrounds. Demonstrate an openness to embracing new experiences, while exhibiting maturity and composure in every situation.
• Ability to manage competing demands with a focus on priorities and judicious use of resources. Handle delays or unexpected events and frequent change with composure and professionalism.
• Maintain high energy and convey commitment and passion for Pitzer College and its stakeholders.
• Ability to work evenings and weekends as needed. Travel nationally and internationally as needed. Provide own transportation to local off-campus events or appointments.