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Director of Special Events

Apply now Posting Number: 493207
Type of Position: Full-time
Location: Poughkeepsie, NY
Categories: Administration

Position Title:

Director of Special Events


Advancement Office

Job Summary:

The Director of Special Events is a key member of the College Advancement team who will plan, organize, and execute a full schedule of strategic events that directly impact the overall image of Marist College, which includes the President and the Office of College Advancement. These events must support the Office of College Advancement’s fundraising goals and upcoming comprehensive capital campaign goals, and closely align to the College’s strategic plan while targeting a constituent population made up of more than 49,000 alumni, nearly 10,000 parents, 1,200 faculty and staff, and a wide range of donors and supporters. Working closely with the President’s Office, in addition to many other internal departments and external vendors, the Director will coordinate 12 to 15 signature events, and assist with numerous general College Advancement, Alumni, and Annual Giving events, many of which are in the evening and on weekends.

Minimum Qualifications:

Bachelor’s Degree and at least 3 to 5 years of event planning and/or constituent engagement experience, preferably with non-profit organizations; must be comfortable using/learning Ellucian/Banner software, Anthology/iModules software, MS Outlook, MS Word, MS Excel, MS PowerPoint, various design software programs, and various social media platforms such as LinkedIn, Facebook, and Instagram.

Essential Functions:

  • Plan and promote 12 to 15 events annually: Identify venues, order food and beverages, identify table and chair needs, order AV equipment, prepare verbal scripts for speakers, hire entertainment, hire and direct photographers, order all décor such as floral arrangements and sometimes special gifts or giveaways for guests, arrange table seating, occasionally make overnight accommodations and travel arrangements, prepare name badges, design and create event invitations – both hard copy and digital using in-house services as well as outside vendors, oversee the mailing logistics which sometimes includes database and address research, maintain RSVPs, prepare attendance lists for appropriate parties such as the President and colleagues.
  • Oversee on-site execution of events on and off-campus which includes the coordination of Marist staff, final on-site preparations regarding set-up, food and beverages, AV equipment, etc., and greet/register guests.
  • Work cross-functionally with entire College Advancement team, as well as other internal College departments such as College Activities and the President’s Office, to plan and execute events.
  • Use digital platforms such as Banner and Anthology/iModules to manage invitations and RSVPs, as well as multiple email accounts; includes continuous learning of these programs’ capabilities and technological updates
  • Work closely with the Marist Digital Publications Center and outside vendors to ensure brand consistency and quality for printed materials, signage, promotional giveaways, and other items related to all internal and external events.
  • Collaborate with external volunteers, such as Class Reunion Committee members, current parents, and Trustees
  • Responsible for multiple budget lines which requires estimate requests, contract requests, purchase order submissions, final invoicing, and payments

Preferred Qualifications:

Bachelor’s Degree

Required Application Documents:

Resume, Cover Letter, & 3 Professional References

About the Department:

The Advancement Office promotes a culture of philanthropy that attracts vital resources in support of the goals and objectives of the College's strategic plan and its core educational mission. The Advancement team accomplishes this by nurturing life-long relationships with and among alumni, parents, trustees, friends, students, faculty, staff and other constituencies; and by communicating regularly with them through meaningful personal contacts, targeted print and web-based publications, and high-impact special events.

About Marist College:

Located on the banks of the historic Hudson River and at its Florence, Italy campus, Marist College is a comprehensive, independent institution grounded in the liberal arts. Its mission is to “help students develop the intellect, character, and skills required for enlightened, ethical, and productive lives in the global community of the 21st century.” Marist educates approximately 5,000 traditional-age undergraduate students and 1,200 adult and graduate students in 53 undergraduate majors and numerous graduate programs, including fully online MBA, MPA, MS, and MA degrees, and also Doctor of Physical Therapy and Physician Assistant programs. Marist is consistently ranked among the best colleges and universities in America by The Princeton Review (Colleges That Create Futures and The Best 386 Colleges), U.S. News & World Report (3rd Most Innovative School/North), Kiplinger’s Personal Finance (“Best College Values”), and others. Marist’s study abroad program is ranked #2 in the nation by the U.S. State Department’s “Open Doors Report” and has also received the Senator Paul Simon Award for First Year Abroad programs in Italy and Ireland. Marist’s Joint Study partnership with IBM, which began in 1988, has brought the College the kind of world-class technology platform typically found at leading research institutions. To learn more, please visit

Type of Position:




Months per Year:


Work Schedule:

8:30 a.m. – 5 pm.; summer hours when applicable

Hours per Week:



Marist College Main Campus

Number of Positions Openings:


Equal Employment Statement:

Marist College is committed to creating a diverse workforce on our campus by ensuring that barriers to equal employment opportunity and upward mobility do not exist here. To this end, the College will strive to achieve the full and fair participation of minorities, women, people with disabilities, and any other protected groups found to be under represented.

Equal opportunity means employment, development, and promotion of individuals without consideration of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, or veteran status unless there is a bona fide occupational requirement which excludes persons in one of these protected groups. The College will review its employment policies and procedures to ensure that barriers which may unnecessarily exclude protected groups are identified and eliminated. The College will also explore alternative approaches if any policy or practice is found to have a negative impact on protected groups.

Marist's policy of non-discrimination includes not only employment practices but also extends to all services and programs provided by the College. It shall be considered a violation of College policy for any member of the community to discriminate against any individual or group with respect to employment or attendance at Marist College on the basis of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, veteran status, or any other condition established by law.





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