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Sweet Briar College

Alumnae Relations Events Coordinator

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Job Summary: The Office of Alumnae Relations & Development (AR&D) seeks an Alumnae Relations Event Coordinator. This position is responsible for fostering alumnae engagement and organizing department events, including Reunion, alumnae gatherings on and off campus, volunteer training and work conferences, and other assigned in-person, virtual, on-the-road, or on-campus events.

Position Type/Expected Work Hours: Full-time, Monday through Friday, 8:30 am to 5:00 pm, with flexibility for events or special projects on occasional evenings/weekends as needed.

Essential Responsibilities:

  • Develop, encourage, and foster alumnae engagement and interactions through communication and events;
  • Coordinate and manage events for all components of AR&D (alumnae clubs, volunteer training conferences, lectures, Reunion);
  • Ensure all AR&D colleagues are informed of events and assign staff responsibilities;
  • Create event setup memos, implementation plans, run-of-shows, and staffing plans for large and small events;
  • Communicate with College partners for support and needs for events;
  • Maintain the current calendar of events and inform all College constituents;
  • Book appropriate spaces and venues for each on-campus and off-campus event, order rentals, catering, and other equipment, as needed;
  • Coordinate with Physical Plant and grounds, security, catering, and cleaning services, as well as audio/visual for all events as necessary;
  • Inspect facilities to ensure compliance with safety regulations and satisfaction of event needs and safety regulations;
  • Identify risks and develop contingency plans;
  • Assist in drafting and coordinating save-the-dates and invitations, email campaigns, event webpages, registration forms, and printed materials.
  • For events, assign staff roles and coordinate and train all hired workers and/or volunteers;
  • Hold event set-up meetings and orchestrate physical set-ups and breakdowns of each event;
  • Participate in event evaluations and gather feedback from various departments, College offices, alumnae, and staff to make improvements to future events;
  • Communicate budgeting and accounting considerations concurrently during event planning with the V.P. of AR&D;
  • Attend event conferences and webinars, and keep up with new ideas for alumnae engagement and events; and
  • Participate in the campus-wide Event Committee.