EVENTS SPECIALIST, Pardee School of Global Studies

The Frederick S. Pardee School of Global Studies at Boston University seeks a highly organized and detail-oriented event planner to join our team. The Event Specialist will be responsible for planning, coordinating, and executing a variety of events that are important to the school's mission, community engagement, and academic programming, such as Symposiums, Distinguished Lectures, Convocation, Giving Day, and other signature gatherings and meetings. This role requires exceptional organizational skills, attention to detail, and the ability to multitask effectively. The Specialist will collaborate with various internal and external stakeholders to deliver impactful and successful events. This position reports to the Director of Strategic Affairs and Communication and closely interacts with the Communications and Marketing Associate and staff in the Pardee Business Office.

ESSENTIAL FUNCTIONS:

• Coordinate all logistical aspects of events, such as room reservations, venue setup, catering, and audiovisual requirements •Execute events on-site, ensuring smooth operations and handling any issues or emergencies that may arise.
• Communicate with internal and external vendors to ensure all event logistics are in place.
• Manage event registration processes, including attendee tracking, and RSVP management to optimize attendance.
• Work closely with the Director to develop and manage event budgets, ensuring effective allocation of resources to meet financial goals.
• Track expenses and monitor spending using budgeting tools to maintain fiscal responsibility and support informed decision-making.
• Collaborate with the Director to support the execution of projects during off-peak periods, ensuring alignment with the organizations strategic goals and objectives.
• Arrange accommodations and other logistics for event participants as needed.
• Assist in developing event marketing strategies to attract target audiences and collaborate with the Communications and Marketing Associate to create and promote events, including on Appspace.
• Collaborate with the Assistant Directors of the Pardee Centers to co-sponsor events and facilitate planning meetings, ensuring clear communication across the school and alignment throughout the event planning process.
• Liaise with internal teams, external vendors, and partners to ensure effective collaboration and seamless event execution.
• Ensure the integration of event information flows to the main university calendar and BU Today Calendar, ensuring accuracy and timely updates to maximize and promote awareness of school events and participation.
• Serve as the primary contact for sending targeted email reminders, facilitating communication for events (e.g., Research Seminar Series, Global Security Initiative, Alumni engagement activities).
• Establish and maintain relationships with key stakeholders and vendors.
• Respond to inquiries and provide timely assistance to event participants.
• Coordinate with speakers and presenters to ensure their requirements are met, and they have the necessary support.
• Direct and coordinate student support during events, ensuring tasks are carried out effectively and contribute to smooth event execution.
• Facilitate student connections with event presenters to gather images and materials for effective post-event promotion and documentation.
• Conduct post-event evaluations, including feedback from attendees and partners.
• This is primarily an in-person role with the opportunity to work remotely one day per week.
• Additional flexibility for hybrid work may be available during off-peak times, depending on operational needs.
• On-site presence is expected during events and peak planning periods to ensure effective coordination and execution.

Required Skills

• Bachelor's degree with 2 years of experience in planning events, preferably in higher education or a fast-paced environment.
• Skilled in planning, coordinating, and executing events with attention to detail, and demonstrated ability to represent the school with professionalism and enthusiasm at public-facing events.
• Strong interpersonal skills with a charismatic and approachable demeanor.
• Proactive and self-motivated, with the ability to anticipate needs and take initiative.
• Excellent verbal and written communication skills.
• Ability to foster collaboration and maintain effective communication across teams.
• Comfortable working flexible hours, including evenings, and conducting local travel as needed.
• Strong organizational and time management skills, with the ability to manage multiple competing priorities.
• Creative thinker with the ability to problem-solve in dynamic environments.
• Proficient in digital tools such as Mailchimp, Canva, Eventbrite, Microsoft 365, and Google Workspace, or willingness to learn.

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.