About Northeastern: Founded in 1898, Northeastern is a global research university and the recognized leader in experience-driven lifelong learning. Our world-renowned experiential approach empowers our students, faculty, alumni, and partners to create impact far beyond the confines of discipline, degree, and campus.
Our locationsin Boston; Charlotte, North Carolina; London; Portland, Maine; San Francisco; Seattle; Silicon Valley; Toronto; Vancouver; and the Massachusetts communities of Burlington and Nahantare nodes in our growing global university system. Through this network, we expand opportunities for flexible, student-centered learning and collaborative, solutions-focused research.
Northeastern's comprehensive array of undergraduate and graduate programs in a variety of on-campus and online formatslead to degrees through the doctorate in nine colleges and schools. Among these, we offer more than 195 multi-discipline majors and degrees designed to prepare students for purposeful lives and careers.
About the Opportunity: The Event Specialist (ES) plays a critical role in providing event support for the School of Law under the direction of the Associate Dean for Administration and Finance. The ES will be responsible for management and coordination of School of Law meetings and events. This position will manage all aspects of event management from planning to execution. Event planning responsibilities will include, but are not limited to, budget planning, preparation of conference materials, marketing, accommodations, transportation, registration, dining, catering, and audio-visual requirements, and arranging visitor schedules. The ES will research and negotiate with venues, hotels, and other vendors both internally and externally. The ES will maintain a master event calendar, relevant department website(s) and will be responsible for event-related announcements. The ES will liaise directly with School of Law Staff and Faculty for planning and execution of events and meetings, serving as the primary contact for all event related logistics to ensure events are executed smoothly and professionally. Additionally, the ES is responsible for financial oversight of all assigned events and will create and update training/process documentation, and train members of the School of Law on issues relating to event management.
Responsibilities: Event Planning and Execution (75%)
The Event Specialist (ES) will be responsible for coordination of recurring and one-off departmental events and meetings, including faculty meetings, faculty colloquium, sponsored lecture series, Centers of Excellence program events, academic conferences, and organization wide community events. Event planning responsibilities include:
Coordinating with internal and external stakeholders to establish needs for events, and serve as stakeholder liaison throughout the planning process;
Research resources, make site visits, and lead pre-event meetings when necessary to help stakeholders make decisions about event details and design;
Plan and facilitate logistics for all events, including contract negotiations, guest lists, venue preparation, presentation materials, security (if required), event registration, A/V requirements, catering, entertainment, transportation, hotel accommodations, equipment, decor, and marketing;
Oversee stakeholder experiences from conception through post-event, managing on-site preparations, production, and event breakdown, ensuring consistent, high-level service throughout all phases.
Budget and Financial Oversight (15%)
The ES is responsible for financial oversight of all assigned events, including:
Preparing and working with an approved budget;
Track and monitor event related expenses
Negotiating contracts with vendors and venues and arranging invoice payments;
Setting up invited guests' reimbursements;
Understanding university procurement guidelines relative to vendor selection and expense reimbursement;
Familiar with travel guidelines and how to generate reimbursements for travel related expenses.
Event Management Administration (10%)
Establish and document standard operating procedures (SOP);
Train School of Law staff to execute SOP;
Update and maintain a master event calendar;
Maintain a comprehensive database of industry contacts, vendors, and venues;
Maintain historical records of events and meetings;
Reconcile event budgets and expenses on a monthly basis
Qualifications: A Bachelor's Degree is required with a minimum of 3-5 years of conference and event planning experience preferably in a higher education environment. The position requires excellent written and verbal communication skills, ability to manage complex and multiple projects at one time, a professional demeanor, meticulous attention to detail while not losing sight of the larger context, and a sense of creativity and enthusiasm. Some evening and weekend work required. Preferred experience in project management with a level of comfort working with strict deadlines and budgets. Ideally candidate will have a demonstrated record of providing a high level of customer service outcomes.
Salary Grade: 10
Additional Information: Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff. Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion.
All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law.
Founded in 1898, Northeastern University is a private research university located in the heart of Boston. Northeastern is a leader in worldwide experiential learning, urban engagement, and interdisciplinary research that meets global and societal needs. Our broad mix of experience-based education programs?our signature cooperative education program, as well as student research, service learning, and global learning?build the connections that enable students to transform their lives. The University offers a comprehensive range of undergraduate and graduate programs leading to degrees through the doctorate in nine colleges and schools.