Event Planner (long-term, contract position)

Contracted to Full Time
College Advising Corps

Join us in our mission to empower low-income, first-generation college, and underrepresented high school students to identify and pursue higher education opportunities. At College Advising Corps (CAC), we believe that every student deserves the opportunity to enter and complete higher education and work to support their journey as they navigate the complex processes of admissions, financial aid, and enrollment.

Through our university affiliates, CAC matches advisers from our corps of recent college graduates with under-resourced high schools to help students find and pursue their best higher education path. CAC near-peer advisers are embedded into low-income, underserved high schools for a 1–2-year service engagement or work virtually as full-time college advisers that serve all students.

Our work is not just a vocation. It is a mission. Higher education remains the most effective and sustainable path to boost economic mobility, transform lives, and increase civic engagement to drive a more equitable society. By increasing access we are changing the life trajectories of young people nationwide. Learn more at https://advisingcorps.org/.

This position is being offered as a full-time, independent contractor role expected to last until January 2024; there is a possibility that the role will become a full-time staff position. The hourly pay rate for this position is $28 - $38, depending upon candidate's experience and qualifications.

The Event Specialist (Independent Contractor) works closely with CAC leadership, the Program and Impact teams, and external partners and stakeholders to plan, coordinate and execute a variety of both virtual, in-person and hybrid events for CAC, including but not limited to the annual Adviser Summit, the Program Leadership Convening and orientation for new program leaders.

  • Lead and facilitate a committee of approximately 5 CAC staff members who will assist in the conceptualization and design of major events, such as the Adviser Summit and Program Leadership  Convening
  • Identify and coordinate all event logistics, including:
    • Hotel and meeting space reservations and contracts
    • Catering, transportation, A/V teams, photographers
    • Schedule and coordinate volunteers
    • Technical run-throughs and rehearsals
    • Coordinate keynote speakers travel and logistics
    • Work with internal/external stakeholders to oversee the creation of rooming lists
    • Execute event collateral (including t-shirts, swag, programs and handouts, attendee nametags, etc.)
    • When applicable, manage or coordinate event set-up and clean-up
  • Work with the executive leadership team to develop event budgets and manage expenses for compliance
  • Evaluate all vendors and make recommendations to leadership about selection
  • Review contracts for all event-related purchases before passing to the Chief Finance Officer for execution

All employees/contract employees of College Advising Corps are expected to possess and exhibit the following consistently:

  • A dedication to an interdisciplinary, collaborative approach to work
  • Passion for supporting the organization’s mission and for maintaining programmatic excellence
  • Proven success working with individuals of diverse backgrounds
  • Ability to manage multiple projects and assignments simultaneously, often with competing deadlines
  • Communication skills that allow for productive sharing, debate, and exchange of information and ideas, whether verbally or in writing
  • Willingness to engage digitally in establishing rapport and growing relationships with colleagues in a virtual work environment

In order to perform successfully as an Event Specialist, you must be a results-driven individual with at least 5 years of experience in event planning/management, preferably for groups both large (500+) and small (<50). The ideal candidate will hold a high school diploma or equivalency and will also have/be:

  • Extremely strong project management, organization, and time management skills with great attention to detail and the ability to juggle a variety of duties with efficiency
  • Outstanding oral and written communication skills
  • Exceptional customer service skills with ability and commitment to represent CAC with enthusiasm, warmth, and professionalism, and navigate and establish positive working relationships with a diverse team and network
  • Strong emotional intelligence, critical thinking and adaptable approach to problem solving
  • Able to remain calm and focused under pressure
  • Experience using various collaborative programs and platforms, including Teams, Slack and Google drive
  • Proficiency with project management software and Microsoft Office, particularly Word, Excel, and PowerPoint

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