Special Events Planner

  • Hillsdale College
  • Hillsdale, MI, USA
  • Jan 09, 2019
Full time Event Management Event Planning Special Events

Job Description


Special Events Planner

Job Locations US-MI-Hillsdale
Posted Date (1/8/2019 8:36 AM)
# of Openings
Institutional Advancement


Manage designated events from conception to reconciliation as determined by the Director of Special Events. Duties and responsibilities include performing all assignments necessary to assist the director which will include: correspondence, printing and publishing, scheduling, contracting and organizing events, preparing and following up on checklists, managing appointments and calendar, managing computer-based data and documents and assisting at special events which will involve travel.


  1. Manage designated events from conception to reconciliation as determined by the Director of Special Events.


  1. Input data for final guest lists and seating for designated President’s receptions/luncheons and related GEP seminars events organized by Special Events.


  1. Assist with the organization of assigned events from approximately 20 off-campus events per academic year. Duties include: compile demographics, handle myriad of phone calls and emails from attendees regarding the event, creating rosters and various reports/lists for event, and maintain the add/cancel sheet.


  1. Attend approximately 10 off-campus events per year. Coordinate the set up and execution of the events, working closely with the hotel staff and any volunteers.


  1. Assist with the organization of on campus events i.e. Commencement, groundbreakings, CCA’s and dedications. Duties to include:  work orders, meeting minutes, multiple schedules, organizing registration and stuffing meetings and serve as phone and email contact, as needed.


  1. Serve as phone/e-mail contact for assigned on-campus and off-campus events.


  1. Manage additional logistics/meals surrounding the four CCAs annually.  Coordinate sorts, invitations, serve as contact for guests, reserve lunch/dinner rooms, oversee registration, and attend events.


  1. Manage room blocks for CCA and other campus events along with the welcome bags.


  1. Maintain the in-house invitation distribution lists, working closely with the Director and Sara Michael.


  1. Assist Director of Special Events with printed materials – invitations, programs, etc.


  1. Perform additional duties as the Director of Special Events may assign.


  1. Maintain confidentiality in all information.


  1. Assist in after-hour activities as needed.


  1. Maintain an acceptable attendance record, be punctual, and meet deadlines.


  1. Attend staff meetings as necessary.


  1. Seek training to enhance or learn new skills.



Individuals must possess such knowledge, skills and abilities, or be able to explain and demonstrate, that the individual can perform the essential functions of the job, with or without reasonable accommodation using some other combination of skills and abilities.


Education and Experience

This position requires an Associate Degree or an equivalent combination of education and experience sufficient to demonstrate the ability to perform the job.


Other Skills

  1. Knowledge of office practices. 2. Ability to understand and follow oral and written instructions and effectively express ideas orally and in writing.  3.  Possess good organizational skills. 4.  Possess sound judgment and maturity. 5.  Ability to keep calm and remain personable under pressure.  6.  Good working knowledge of computer programs: Outlook, Word, and Excel.  7.  Ability to work in a fast-paced environment with deadline pressures.  8.  Possess excellent verbal communication skills.  9.  Knowledge of basic office machines. 10.  Possess excellent interpersonal skills. 11.  Ability to keep the Special Events Office functioning during the frequent traveling of the Director and team members.


Personal Characteristics

The Special Events Office interacts with College staff and current and prospective donors.  A clean and neat appearance and a pleasant relationship that is supportive of the College mission is essential.  This relationship needs to be pleasant, supportive and professional, while maintaining confidentiality as needed.


Code of Commitment

Be a good representative of Hillsdale College to promote the liberal arts, the College’s original Articles of Association and operating principles stated in the Staff Code of Commitment. The Mission Statement should be considered in all aspects of the position. The teaching of Christian faith shall remain a conspicuous aim of the College.