Position Overview
Our client, a University in Boston, is in need of a temporary seasoned Event Specialist for the Office of the President. They are looking for a highly efficient, poised, and service-oriented professional to serve as a Presidential Event Specialist supporting the operations of the University President’s residence, and presidential events and related hospitality, including written communications with guests.
The right person is responsible for assisting with high-level University events and ensuring exceptional guest experience for visiting dignitaries, trustees, donors, faculty, students, and other distinguished guests. The ideal candidate will thrive in a fast-paced, confidential environment requiring discretion, flexibility, professionalism, attention to detail and the confidence to project-manage with relative autonomy.
The Presidential Event Specialist will work to support the complement of the Presidential Functions team, the President’s administrative team, external vendors, and internal service providers to maintain operational excellence and hospitality standards reflective of the Office of the President. This role will also assist in preparing briefing materials, supporting logistical coordination for presidential meetings, events, and managing guest engagements and communications.
Schedule & Duration
This is a temporary full-time position, expected to last 6 ½+ months, with an anticipated schedule of 9:00 AM–5:00 PM (+) onsite Mon-Fri, plus 1–2 evenings and occasional weekends per week based on event activity.
Primary Responsibilities
- Coordinate logistics for presidential and University-hosted events, meetings, dinners, and receptions held at Sloane House and other campus venues.
- Lead communications process and continuing correspondence with invitees, guests of honor, performers, and speakers
- Serve as an onsite event support lead during events, ensuring seamless guest experience, service execution, and operational flow.
- Lead setup, breakdown, and event-day operational management.
- Support visiting guests and VIPs with hospitality arrangements and accommodations as needed, including hotel bookings and transportation coordination.
- Work closely with the Administrative Coordinator to prepare briefing materials and support related logistics, ensuring deadlines and operational timelines are consistently met.
- Exercise excellent judgment, professionalism, and discretion while working within a confidential executive environment.
Qualifications
- Bachelor’s degree preferred or equivalent professional experience.
- Prior experience in hospitality management, executive level support, event management, hotel operations, or a related environment strongly preferred.
- Exceptional organizational and communication skills.
- Strong customer service orientation and attention to detail.
- Ability to multitask and adapt within a dynamic, fast-paced environment.
- Ability to work independently while collaborating effectively with a broad range of stakeholders.
- Professional demeanor with demonstrated discretion and confidentiality.
- Flexibility to support events outside of typical business hours, including occasional early mornings, evenings, and the possibility of limited weekend events.
- Proficiency with Microsoft Office and general event coordination tools preferred.
Preferred Characteristics
- Calm under pressure with a proactive, solution-oriented mindset.
- Ability to represent the President and University at the highest level of professionalism
- Strong hospitality instincts and commitment to service excellence.
- Ability to complete work with autonomy, regardless of in-work schedule
- Comfortable supporting high-profile guests and executive-level operations.
- Team-oriented with willingness to assist wherever needed.