Events Specialist, President's House

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.

Job Summary

The Events Specialist is responsible for planning, coordinating, and executing events hosted at the President's House, and campus wide. This role involves close collaboration with the President's Office, campus stakeholders, and external vendors to ensure seamless event experiences that align with the College's mission and values. The coordinator will also oversee logistics, manage budgets, and maintain exceptional standards of hospitality.

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

Essential Functions

Event Planning and Coordination (45%):

• Develop and execute event plans, including timelines, staffing, and detailed task assignments.

• Coordinate with the President's Office and other event sponsors to design events that reflect institutional priorities and objectives.

• Design, distribute, and track event invitations and RSVPs, dietary requirements, etc.

• Collaborate with campus departments, such as Facilities, Dining Services, and Campus Safety, to ensure proper arrangements.

• Maintain and distribute the house custodian schedule, communicating upcoming events and shifts with the custodial manager and President's designee/spouse

• Maintain and distribute the event schedule with Smith Catering.

• Act as the primary contact for external vendors, including caterers, florists, and rental companies.

• Ensure the President's House is maintained in excellent condition for events, coordinating with facilities staff and the President's designee/spouse as needed.

• Oversee inventory of supplies, decorations, and equipment.

On-Site Event Management (30%):

• Oversee event setup, execution, and teardown by custodial, catering, other assigned staff, to ensure smooth operations.

• Provide day-of-event coordination, addressing last-minute changes and troubleshooting issues.

• Serve as the primary point of contact for event hosts, guests, and stakeholders.

• Ensure all guests receive a warm and inclusive experience that aligns with institutional values.

• Respond to inquiries and resolve issues in a professional and timely manner.

Communication (10%):

• Collaborate with college communication teams to promote events through digital and print channels.

• Draft event materials, invitations, programs, and signage attending to universal accessibility as appropriate.

• Update and maintain the department website.

Other Functions (15%):

• Serve as a backup for other positions within the department of Events Management to ensure seamless support for team members.

• Provide leadership and assistance in department projects and initiatives.

• Perform other duties as assigned by management.

Minimum Qualifications (education, experience, certifications, licenses, knowledge, skills)

Associate's degree and 3-5 years of experience or the equivalent combination of education and experience. Experience with social event planning. Must be available nights and weekends as needed & determined by the schedule of events, excluding most of the summer. Experience working with individuals from diverse backgrounds.

Preferred Qualifications

Bachelor's Degree. Experience in high-profile event management

Skills

• Strong verbal and organizational skills with excellent attention to detail.

• Ability to build relationships with other departments, including Faculty, Staff, and external partners.

• Ability to maintain strict confidentiality.

• Must be available to work a flexible schedule, including evening and weekend hours.

• Must be professional, have aesthetic judgment, and the ability to handle a wide variety of activities.

• Must demonstrate adequate physical strength and coordination to effectively clean and receive supplies while properly utilizing standard food service utensils and equipment.

• Must be able to safely lift and move 50 pounds, work from a stepladder, walk and stand for prolonged periods of time, bend, reach, pull and push.

• Must also be able to manipulate utensils and equipment repetitively for variable periods - up to 50% of an assigned

• Able to work independently and under pressure.

Review of applications will begin

Position Type:

Located in Northampton, MA, Smith College is one of the largest women's colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst.Students cross-enroll and faculty cross-teach across the Five Colleges.

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu.

As set forth in our mission and values, Smith College is committed to promoting a culture of equity and inclusion among students, staff and faculty. The College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.