Assistant Director of Special Events

Department: Public Affairs

Location: Wellesley Hills

MassBay fosters educational excellence and academic success to prepare students for local and global citizenship, to meet critical workforce demands of communities, and to contribute to the region’s economic development.

Massachusetts Bay Community College values diversity, inclusion, and collaboration. We strongly encourage members of underrepresented communities to apply to join our community.

Located in Greater Boston, MassBay is a comprehensive, open-access community college offering associate degrees and certificate programs on three campuses in Wellesley Hills, Framingham, and Ashland, Massachusetts.

Position Summary:

The ideal candidate will join adynamic educational community, and have a desire and ability to serve apopulation of students with various needs and backgrounds.

The Assistant Director of SpecialEvents is responsible for the planning, coordination, and event management ofall of the College’s events. Reporting to the Vice President of InstitutionalAdvancement, Marketing, and Communications, the Assistant Director of SpecialEvents works collaboratively with faculty and staff across the College to helpenvision, strategically plan, and execute the College’s events; manage roomreservations; and support requests for meetings and events. The AssistantDirector manages 25 Live, the College's online event booking system, as well asthe intake and processing of external clients seeking to rent facilities on ourcampuses. This is an in-person position, primarily in Wellesley Hills.

Key Responsibilities and Duties:

• Collaborate with faculty and staff who initiate special events on vision, goals, themes, audiences, and overall measures of success for each on-campus event;
  
  
• Confer with event stakeholders to determine event logistics, including room reservations and set-up, AV equipment and technology support, catering, linens, and other details; collaborate with other areas of the College to ensure smooth execution of all College events;
  
  
• Develop a detailed run of show for each event and accurate room layouts;
  
  
• Complete on-site setups and oversee logistics for College events; attend College events on evenings and weekends as necessary;
  
  
• Organize and maintain inventory of Special Events equipment and materials such as linens, decorations, flags, signage, and easels;
  
  
• Supervise and manage part-time event coordinators to support occasional weekend and evening events;
  
  
• Serve as the administrative point of contact for the College’s event booking system 25 Live, with responsibilities for: scheduling space for all College events and other event requests from faculty, staff, and external clients; maintaining available resource lists; identifying necessary enhancements and making updates when needed;
  
  
• Serve on committees with the Vice President of Institutional Advancement, Marketing, and Communications and other key members of the College community to plan, organize, and execute successful large college-sponsored events such as Commencement, Professional Development Days, and Spring and Fall Open House;
  
  
• Coordinate and schedule catering orders; support dining services operations;
  
  
• Create, maintain, and share event calendars to promote attendance at events;
  
  
• Coordinate Campus Programming Meetings to facilitate planning and coordination of events to eliminate scheduling conflicts and encourage cross-departmental collaboration;
  
  
• Serve as primary contact for external client inquiries for on-campus rental space; respond to inquiries and prepare detailed proposals and space rental contracts; coordinate administrative coverage, IT, facilities, and public safety presence as needed; ensure clients adhere to their contract;
  
  
• Maintain and update the price list of all rental rates; work with the Fiscal department to prepare client invoices;
  
  
• Other duties as assigned.

Commitment to Equity:

• Support MassBay’s commitment to the Equity Agenda; collaborating with faculty, staff, and students on the College’s strategic initiatives dedicated to closing the equity gap related to student outcomes;
  
  
• Support MassBay’s commitment to being anti-racist; embracing a community free of bias and inequality;
  Contribute to discussion and review of applicable College policies with a critical lens toward diversity, equity, and inclusion.
  
  
• Contribute to discussion and review of applicable College policies with a critical lens toward diversity, equity, and inclusion.
  

This list is not to be considered all-inclusive. A supervisor may assign other duties as required to meet the needs and foster the mission of the College.

All employees of MassBay are expected to work collegially and collaboratively within a community that values and celebrates diversity.

Required Qualifications:

• Associate degree with five (5) years of related experience or bachelor degree with three (3) years of related experience;
  
  
• Strong knowledge of event planning and logistics, space management, audio/visual coordination, decoration, entertainment, signage, vendor and guest management, catering, promotion, as well as event advertising and promotion;
  
  
• Proven ability to successfully handle multiple projects simultaneously and meet critical deadlines; highly organized with the ability to adapt easily to changing priorities in a fast-paced environment; unfailing attention to detail and strong customer-service orientation;
  
  
• Demonstrates ability to work collaboratively and effectively with various constituencies; exercise good judgment and diplomacy in dealing with clients, volunteers, faculty, staff, and students;
  
  
• Must be able to lift and/or cart up to 30 pounds of events equipment and stand for long periods of time;
  
  
• Proven communicator with solid writing and verbal communications skills;
  
  
• This position is in-person and requires evening and weekend hours.

Preferred Qualifications:

• Sensitivity and commitment to the goals of Affirmative Action;
  
  
• Experience working in an environment serving students like or similar to the community college population;
  
  
• Demonstrates commitment to working with students in need;
  
  
• Bachelor’s degree in a related field;
  
  
• Seven (7) years of related experience, two (2) years in a supervisory role;
  
  
• Experience with 25Live or comparable event booking system;
  
  
• Experience with contracts and invoices, maintaining financial records and adhering to budgets;
  
  
• Experience in a higher education institution, community college preferred.

Additional Information:

Salary Range: $85,000 - $90,000

Asa Massachusetts State Employee, you are offered an outstanding suite ofbenefits adding value to your salary.

• Array of choices for health insurance plans to meet individual/ family needs;
  
  
• Affordable Dental Insurance and vision discount program;
  
  
• 12 paid State/ Federal holidays;
  
  
• Generous sick, vacation, and personal time;
  
  
• Flexible Spending Plans to reduce your taxable income;
  
  
• Low-cost basic and optional life insurance;
  
  
• Defined Benefit Pension Plan, providing a fixed, pre-established benefit for employees at retirement;
  
  
• Thinking to save more money towards retirement: consider Deferred Compensation plans i.e., 457(b) or 403(b);
  
  
• Tuition Benefits for employees and dependents at state colleges and universities;
  
  
• Free Employee Assistance Program (EAP);
  
  
• Eligibility towards Public Service Loan Forgiveness (PSLF);
  
  
• Free gym and parking on campus.
  

Need more info: https://www.massbay.edu/employment/benefits

Classification: NUP

Source of Funding: State Appropriation

To Apply: Please include aletter of interest and resume with your online application.

Deadline: August 27th, 2025 or afterthat until filled.

Staff

Hiring is subject to state appropriation funding.

Final candidates are required to provide sealed transcripts and/or certifications.

Hiring is contingent upon a successful CORI clearance.

Massachusetts Bay Community College isan affirmative action/equal opportunity employer and does not discriminate onthe basis of race, color, national origin, ethnicity, sex, disability,religion, age, veteran status, genetic information, pregnancy or relatedconditions, gender identity, sex characteristics, sex stereotypes or sexualorientation in its programs and activities as required by Title IX of theEducational Amendments of 1972, the Americans with Disabilities Act of 1990,Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil RightsAct of 1964, and other applicable statutes and college policies. The Collegeprohibits Sex-Based Harassment. Inquiries or complaints concerningdiscrimination, harassment, or retaliation shall be referred to the College’sAffirmative Action Officer and/or Title IX Coordinator (Lisa MacDonald, lmacdonald@massbay.edu (781) 239-3147), the Massachusetts Commission Against Discrimination, the EqualEmployment Opportunities Commission or the United States Department ofEducation’s Office for Civil Rights.