Assistant Director of Special Events

Overview

The Special Events team at Macalester College is seeking to hire an Assistant Director of Special Events. This position provides oversight of planning Macalester events and professional meetings focusing on events such as Advancement Campaign events local and offsite; Alumni Engagement and Advancement on and off-site events; Reunion; and other key events at the Presidents home etc. This position partners with campus liaisons to determine event strategies that support the strategic goals of the events. The Assistant Director arranges meeting locations food and beverages decor event materials registration invitations and other details. A successful candidate will be a collaborative self-motivated partner within and outside of Advancement and ensure achievement of the ultimate goal of helping elevate the fundraising outcomes of alumni and development events. This role also uses independent innovative thinking and initiative to balance the priorities of the department and individual team members. This role is also responsible for ensuring event issues are reduced with upfront planning and problem-solving in the moment at high-level events. Occasional weekend/evening work is required as well as occasional travel.

This position offers a hybrid schedule with the opportunity to work from home most weeks on Monday and Friday while attending in person Tuesday through Thursday. This position adheres to daily business hours of 8:00 am to 4:30 pm with the need to adapt to event programming (including some evenings and weekends).

About the Department:

The Special Events Office at Macalester supports the execution of high-level college-wide events including Presidential Trustee and Advancement events. We work in partnership with offices across campus on a variety of events and often consult or provide up-to-date planning resources or support beyond our division. Our team encourages cooperation and collaboration not only interdepartmentally but externally with events both on and off-campus as well as around the globe. We strive to help cultivate engagement and ownership in the college through attendee event experiences.

Responsibilities & Qualifications

Event Support:

• Oversees and manages the implementation of assigned events reducing potential problems through strategic planning and ensuring that tactics are completed successfully including event logistics registrations event materials invitations follow-up surveys and feedback from guests and vendors.

• Organizes and produces information for various projects events and reports; prepares and distributes event planning documents at event pre- and post-planning meetings.

• Maintains event files procedures and manuals.

• Assists staff faculty and alumni with logistics for out-of-town events including venue identification vendor negotiations event contracts and communication with theevent lead.

• Occasional travel required to serve as the point person for off-site events.

• Implements events within budget and oversees payment processes.

Presidential Events:

• Oversees the logistics and event implementation for the events driven by the Presidents office within the Presidents home and Briggs House.

• Works closely with the Presidents office to ensure satisfaction with the food decor and other event details while also grounding other departments in Presidential home protocol and processes.

Additional Duties:

• Coordinates other projects and produces other events as determined by the Director of Special Events. Provides updates on the progress of assigned projects to the Director of Special Events.

• Engages in and promotes Macalesters culture of diversity and inclusion encompassing individuals of any heritage identity status or orientation.

Qualifications:

• Associates Degree required. Bachelors Degree preferred.

• 1-3 years of experience in staging and coordinating special events conferences or meeting planning and/or administrative support experience required. Ability to work independently as well as work in or lead a team. Previous experience in higher education development and/or marketing ideal.

• Understand the complexities in event planning and event production. Knowledge and experience in event registration systems as well as ability to review and synthesize complex data. Must have the ability to be creative when solving operational problems.

• Ability to plan and manage a 6-month process of reunion preparation using multiple data sources and systems. Must have demonstrated organizational skills the ability to manage multiple projects and prioritize projects while attending to details and meeting deadlines often under pressure.

• Required knowledge of Microsoft Office Google Docs as well as standard office equipment. Must work well as a team member and be willing to follow the direction of the department lead in creating that departments event vision.

• Experience with project management platforms spreadsheets CRM databases and website updates preferred. Basic understanding of event planning software or event diagramming tools. Basic knowledge of a/v and sound equipment and golf carts.

• Must be able to be an enthusiastic advocate for Macalester and for our mission willing to work occasional evenings and weekends when necessary.

• Must have excellent interpersonal communication skills to deal diplomatically and pragmatically with internal and external constituencies including alumni faculty staff students vendors friends of the college and top leaders.

Physical Requirements:

• This position requires the ability to climb stairs. Building not equipped with an elevator or lift.

• Must have the ability to lift up to 25lbs and use ones peripheral vision on an occasional basis.

Compensation:

$56468.00-$59054.00 Annually

Union:

MAPE

Benefits

At Macalester we are proud to offer excellent comprehensive employee benefits. Here are some highlights:

• 10% employer contributions to the retirement plan.
• Outstanding vacation and sick time packages plus an additional 10 holidays.
• Competitive health dental vision and life & disability insurance
• Generous employer contribution to Health Savings Account.
• Tuition assistance which pays between 75% - 90% of eligible tuition for employee dependents at select institutions.
• Free primary care for most services through Nice Healthcare when enrolled in a Macalester health plan.
• Access to the athletics fitness facility wellness coaching and activities.

These are just some of the great benefits Macalester has to offer! To see our full benefits packages and options please visit our Benefits Page

Bargaining units may have slightly different benefits negotiated in their contracts. Please see applicable contracts for more details.

Satisfactory completion of a criminal background check is a condition of employment.

Application Guidelines

For best consideration please submit your cover letter and resume through the Macalester Employment Opportunities webpage by October 9th 2026.

No applications will be received after this date.

Jaclyn Howard

Talent Acquisition Manager

Macalester College does not discriminate on the grounds of sex gender identity race color national origin age religion creed disability marital status familial status pregnancy genetic information membership or activity in a local human rights commission veteran status sexual orientation status with regard to public assistance or other categories protected by law. For additional information see Macalester Colleges full Notice of Nondiscrimination.