Contemporaries, Inc.
Events Specialist for VIP Functions
Contemporaries, Inc., Boston, Massachusetts, us, 02298
Our client, a University located in Boston, is looking for an Events Specialist to serve as the hospitality and events management assistant for the President and the President’s spouse and act as a representative of the management of Presidential Events.
As the Events Specialist, you will be reporting to the Director of Hospitality for Presidential Functions. You will be responsible for assisting in planning, designing, and executing a variety of events and programs for the President (and the President’s spouse, as needed).
Additionally, this position will be responsible for the oversight and management of the Presidential residence events and others taking place on and off-campus, as hosted by the President.
This is an on-site contract position, and a potential temp-to-perm position.
50% of the Responsibilities:
Manage planning and execution of institutional events, most specifically those taking place at the President’s residence and/or that the President is hosting on-campus.
Conceptualize and design these events, develop budgets, create and maintain guest tracking systems, communicate event needs to service providers, and manage on-site staff on these events, including web and specialized guest services.
Assist with and track ground transportation and hotel needs for the Trustees and other VIP guests of the University.
As needed, research off-campus venues for highest-level University events, prepare proposals, work with site personnel to develop contracts, identify insurance requirements, and work with those site staffs to create events that will ensure the Presidential signature hospitality is executed at all times.
25% of the Responsibilities:
Work closely with the Director and Executive Director to plan and execute Presidential House and related Presidential events.
15% of the Responsibilities:
Keep thorough record of all required documentation and correspondence; issue and track payments to service providers and external vendors; ensure event files and database records are accurately maintained for budgetary and forecasting purposes.
10% of the Responsibilities:
When it relates to high-level University events, develop accurate dining and briefing documents to ensure that all day-of details are updated.
*Other tasks as assigned.
Qualifications
A minimum of 3+ years’ experience in the hospitality, events areas.
Bachelor’s degree preferably in a related field.
Certifications in events and hospitality preferred.
Proven track record of successfully managing and staging high-end events.
Experience in Higher Education is a plus.
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As the Events Specialist, you will be reporting to the Director of Hospitality for Presidential Functions. You will be responsible for assisting in planning, designing, and executing a variety of events and programs for the President (and the President’s spouse, as needed).
Additionally, this position will be responsible for the oversight and management of the Presidential residence events and others taking place on and off-campus, as hosted by the President.
This is an on-site contract position, and a potential temp-to-perm position.
50% of the Responsibilities:
Manage planning and execution of institutional events, most specifically those taking place at the President’s residence and/or that the President is hosting on-campus.
Conceptualize and design these events, develop budgets, create and maintain guest tracking systems, communicate event needs to service providers, and manage on-site staff on these events, including web and specialized guest services.
Assist with and track ground transportation and hotel needs for the Trustees and other VIP guests of the University.
As needed, research off-campus venues for highest-level University events, prepare proposals, work with site personnel to develop contracts, identify insurance requirements, and work with those site staffs to create events that will ensure the Presidential signature hospitality is executed at all times.
25% of the Responsibilities:
Work closely with the Director and Executive Director to plan and execute Presidential House and related Presidential events.
15% of the Responsibilities:
Keep thorough record of all required documentation and correspondence; issue and track payments to service providers and external vendors; ensure event files and database records are accurately maintained for budgetary and forecasting purposes.
10% of the Responsibilities:
When it relates to high-level University events, develop accurate dining and briefing documents to ensure that all day-of details are updated.
*Other tasks as assigned.
Qualifications
A minimum of 3+ years’ experience in the hospitality, events areas.
Bachelor’s degree preferably in a related field.
Certifications in events and hospitality preferred.
Proven track record of successfully managing and staging high-end events.
Experience in Higher Education is a plus.
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