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Assistant/Associate Director of Advancement Events

Colby College
Maine, United States
Salary Not specified
Closing date
Mar 31, 2023

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Position Type
Fundraising, Alumni Affairs, Special Events
Employment Type
Full Time

Alumni and Family Engagement

Pay Rate Type:


Employee Type: Job Summary:

College Advancement
Full-Time, Exempt, Salaried, Administrative Staff Appointment


The Office of College Advancement manages high profile college events on campus and around the country in collaboration with multiple departments across campus. Reporting to the director of advancement events, the assistant/associate director will be a highly motivated and detail-oriented individual and a key member on conceptualizing and executing high-impact and strategic alumni, donor, prospect, and family programming on campus, in key geographic locations and virtually. This role is responsible for the day-to-day scheduling and execution of these events, to include booking, set-ups, work orders, and the on-site management of events.


The candidate will possess strong project management, written, and verbal communication skills to work with and support a wide range of official, administrative, academic, and community-based events with meticulous attention to detail, the ability to excel in a fast-paced and dynamic environment and be flexible while working under pressure to accomplish goals. The ideal candidate will be experienced in handling a wide range of event related tasks and will be able to work independently with little supervision. A visible representation of the College, the assistant/associate director has a deep appreciation for the liberal arts college experience and a strong personal commitment to Colby's core values. We encourage inquiries from candidates who will contribute to the diversity of our college, including its cultural and ethnic diversity.



  • Coordinate and conceptualize a range of events throughout the course of the year in collaboration with Colby staff, faculty, frontline fundraisers, and alumni volunteers
  • Play a key role in the planning of Homecoming and Reunion; partner with the Office of Campus Events, Facilities Services, and the Department of Athletics throughout the planning process
  • In collaboration with our stakeholders, develop a project plan for each event that includes details about strategic objectives, target audience, timeline, deliverables list, and budget
  • Conduct pre-event trainings with all divisional staff involved in events as needed to ensure role clarity and alignment of expectations
  • Contribute to event promotion and marketing in collaboration with colleagues on the communications and engagement team
  • Develop systematic partnerships with staff and faculty across campus.
  • Coordinate reviews of event planning materials and marketing collateral with stakeholders
  • Partner with the director of advancement events and other colleagues to maintain and proactively manage the event calendar; lead meetings about the events calendar as required; and support all calendar planning as necessary
  • Provide support to presidential-level and donor events
  • Serve as the intermediary for the director to obtain information, answer questions and resolve issues
  • Assist the director with monitoring the department budgets and recommend adjustments as needed
  • Supervisor the student office staff
  • Serve as the liaison between the college and off-campus event planner
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice



  • Bachelor’s degree or the equivalent in education and experience
  • Minimum 2-5 years of event and/or program management experience
  • Superior written and oral communication skills required including the ability to write in multiple styles/voices and proactively edit as necessary
  • Flexibility, excellent attention to detail, initiative, and a results-driven philosophy with the ability to problem-solve required
  • Unflappable in the face of multiple challenges, highly motivated, disciplined work ethic, a competitive spirit, a creative approach, and a proven ability to lead
  • Excellent organizational skills including experience independently overseeing complex projects and programs
  • Appreciation of Colby’s mission and the ability to effectively communicate it
  • Proficiency with fundraising/alumni relations databases and technology
  • Experience with volunteer management and engagement
  • Discretion and good judgment with confidential information
  • An entrepreneurial spirit and positive attitude
  • Ability to work collaboratively as a member of a diverse community and make an impact in a complex, fast-paced, and team-oriented environment
  • Willingness and ability to work outside normal working hours
  • Must be willing to travel; valid driver’s license required and must meet the College’s Fleet Safety Policy requirements



Reporting to the director of advancement events, the assistant/ associate director of advancement events will have direct contact with the entire communications and engagement team as well as colleagues across the division. The position also interacts regularly with alumni, parents, key faculty members, and will likely interact with trustees and senior administration including the president.



General open office and campus environment. Position involves sitting, although frequent movement is necessary. Must be able to lift up to 30 lbs. Computer usage involving repetitive hand/wrist motion is also necessary. Ability to move around campus and interact with faculty, staff, students, alumni, and external constituencies regularly is crucial. Travel and work outside of normal business hours are required.



Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Materials should be addressed to:


Assistant Director of Advancement Events - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME  04901-8855

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