Assistant Director, Special Events, Advancement

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, training and internal pay comparison. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Type
Full-Time/Regular

Boston University Advancement

Boston University Advancement is at a pivotal moment, guided by new leadership and a clear strategic framework for growth and impact. Our work is organized around three core priorities: securing $500 million in philanthropy annually; deepening relationships with a strategically defined segment of alumni and donors; and strengthening the organizational foundation while launching focused priority areas across the University.

Advancement is evolving into a highly collaborative, matrixed model that integrates new University leadership, regional engagement, and the distinctive strengths of BU's schools and colleges. With more than 250 advancement professionals, the organization is building the capacity, partnerships, and culture required to deliver sustained philanthropic momentum and institutional impact.

Assistant Director, Special Events

The Assistant Director, Special Events works closely with the Director, Special Events to plan, coordinate, and deliver a portfolio of high-profile Advancement events. This role is responsible for the strategic execution, cross-functional coordination, and logistical delivery of events that strengthen relationships with key constituents and advance Advancement's engagement and philanthropic goals.

Working collaboratively with colleagues across Advancement and the University, as well as external vendors and partners, the Assistant Director plays a key role in ensuring events are cohesive, well-managed, and aligned with overarching engagement strategies. The role partners closely with the broader Advancement Events team to support the successful execution of events and deliver exceptional experiences for alumni, donors, volunteers, and other key constituents.

A successful candidate will be a highly organized and collaborative professional who is energized by managing complex details while keeping the broader participant experience in focus. They will demonstrate sound judgment, strong relationship-building skills, and the ability to work effectively with a wide range of internal and external stakeholders, including alumni volunteers, vendors, and University partners.

A bachelor's degree or equivalent combination of education and relevant experience is required, along with the ability and willingness to travel. Evening and weekend work is required at times based on the event schedule.

Position Responsibilities

Event Planning & Execution (50%)

• Collaborate with the Director, Special Events and key internal partners to develop and execute events that advance Advancement's strategic priorities and organizational objectives.
• Support a team portfolio that includes recurring annual signature events held on campus and in key domestic and international regions, including Alumni Weekend, Beanpot Tournament celebrations, Alumni Day at Tanglewood, and other special events and one-time initiatives.
• Develop and manage detailed event timelines, project plans, workflows, and planning documentation to support effective coordination across multiple teams and stakeholders.
• Coordinate complex logistical elements in partnership with internal teams and external vendors, ensuring events are delivered efficiently and meet established standards for quality and participant experience.
• Manage tactical and logistical event details, including venue coordination, catering, audiovisual production, transportation, hotel room blocks, event collateral, registration, staffing, and other event-related needs.
• Partner with colleagues across Advancement and the University to ensure appropriate coordination of event communications, branding, programming, constituent engagement, and operational logistics.
• Ensure consistency in messaging, branding, and the overall participant experience across the special events portfolio.

Vendor & Volunteer Management (25%)

• Serve as a primary point of contact for external event vendors and partners, cultivating productive working relationships and ensuring vendors understand event goals, expectations, timelines, and service standards.
• Lead the vendor coordination process for assigned events, including identifying and evaluating vendors; requesting and reviewing proposals; coordinating scopes of work; negotiating pricing and services as appropriate; and supporting contract execution in accordance with University policies and procedures.
• Oversee vendor deliverables throughout the event planning process, monitoring timelines, service levels, and logistical requirements and proactively addressing issues that may affect event execution or participant experience.
• Coordinate event-related financial and administrative processes, including tracking approved budgets and expenses, reconciling invoices, facilitating vendor payments, and ensuring appropriate documentation and approvals.
• Partner with the Director, Special Events and appropriate University colleagues to support effective stewardship of event budgets and identify opportunities to maximize resources and deliver value.
• Recruit, coordinate, and manage event staff and volunteers to support the successful execution of events and programs.

Event Analysis & Reporting (25%)

• Conduct comprehensive post-event analysis for major signature events and programs to assess reach, engagement, participant experience, and overall effectiveness.
• Analyze registration and attendance data across key dimensions, including demographics, geographic region, school and college affiliation, class year, philanthropic status, and first-time participation.
• Track and report registration and attendance metrics, identifying participation trends and year-over-year changes.
• Produce constituent, registration, and event reports using the event management system and other available data sources to support internal evaluation and strategic planning.
• Identify meaningful trends and insights from event data and participant feedback to inform future planning, programming, audience development, and engagement strategies.
• Develop clear, actionable summaries and presentations that communicate event outcomes, insights, and recommendations to internal stakeholders.
• Maintain accurate event records and documentation to support institutional knowledge, planning continuity, and continuous improvement across the special events portfolio.

Required Skills

Required Qualifications:

• Bachelor's degree or equivalent combination of education and relevant experience required.
• A minimum of three to five years of progressively responsible professional experience in event planning, project management, volunteer management, constituent engagement, or a related field, or an equivalent combination of education and experience.
• Strong project management and organizational skills, with the ability to manage multiple projects simultaneously, establish priorities, meet deadlines, and adapt to changing needs.
• Excellent interpersonal, written, and verbal communication skills, with the ability to build productive relationships and communicate effectively with colleagues, alumni volunteers, vendors, and other internal and external stakeholders.
• Demonstrated ability to work collaboratively across departments and organizational levels while exercising sound judgment and appropriate independence.
• Strong attention to detail and a demonstrated commitment to delivering high-quality events and exceptional participant experiences.
• Strong analytical and problem-solving skills, with the ability to assess information, identify trends or challenges, and develop actionable recommendations.
• Demonstrated commitment to providing exceptional service and creating welcoming, engaging, and inclusive experiences for a broad range of constituents.
• Experience supporting event marketing and communications through print, email, and social media channels.
• Ability and willingness to travel and work occasional evenings and weekends as required by the event schedule.

Preferred Qualifications:

• Experience in alumni relations, higher education, nonprofit organizations, hospitality, or another client- or constituent-focused environment.
• Experience managing relationships with external event vendors, including coordinating scopes of work, reviewing proposals, monitoring deliverables, and supporting contract and payment processes.

But that's not all we're looking for; we want someone who embodies our values:

• Teamwork, transparency, and mutual respect, because we value every member's contributions and know that leadership can come from anywhere.
• Diversity, equity, inclusion, and a commitment to ensuring that each of us knows we belong here.
• Integrity in how we work and how we treat one another.
• Strategic thinking and curiosity in the relentless pursuit of fresh approaches and measurable results.
• Continuous growth and improvement, both as individuals and as a team
• Joy and shared appreciation for working hard toward goals that matter.

To apply and learn more about Advancement at Boston University and other job opportunities, please stop by the Advancement Talent website: https://www.bu.edu/advancement-talent/.

We recognize that no candidate brings every experience or qualification to a role. If you're excited about this opportunity and believe your skills and experiences could contribute to our team, we encourage you to apply, even if your background doesn't align perfectly with every qualification listed. We value diverse perspectives, experiences, and ways of thinking, and we're committed to building a team where everyone can thrive.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor.

If you require reasonable accommodation in order to complete the employment application process, please contact the Equal Opportunity Office at 617-358-1796.

Job Location: Boston, MA
Position Type: Full-Time/Regular
Salary Grade: $62,525.00-$81,175.00

To apply, visit https://jobs.silkroad.com/BU/External/jobs/317306