Events and Special Projects Assistant, President

Bowdoin College; Maine; On-site; USD 41,000 - 44,000; Full time

Benefits offered by this job

Health insurance plans (Medical,Vision

Dental

401(a) and 403(b) retirement plan

Paid time off: vacation and personal/s

Paid Holidays and Special Days Off

Paid Parental Leave (Available after 1

Household access to College facilities

Free fitness and wellness classes

Job summary

Bowdoin College is seeking an Events and Special Projects Assistant for the President's Office. This role plans and executes high‑profile events and initiatives, serving as lead event planner for signature events hosted by the President at Parker Cleaveland House and beyond.

The position requires close collaboration with College leadership, staff, and external partners to ensure timely, flawless execution and ongoing special projects that advance Bowdoin’s strategic priorities.

Qualifications

• High school diploma or GED required; Associate’s degree preferred.
• In‑depth understanding of event design, planning, execution, and logistics.
• Knowledge of hospitality standards for high‑profile audiences.
• Knowledge of office administration, record‑keeping, scheduling systems, and documentation requirements.
• Skill in coordinating scheduling, travel, accommodations, venues, and catering.
• Skill in identifying and resolving event‑related issues quickly, calmly, and creatively.

Responsibilities

• Design, plan, and staff the President's signature events and special occasions.
• Lead the hospitality elements for Board of Trustee meetings, including meals and receptions.
• Provide logistical support for presidential projects and high-level visits.
• Support scheduling, invoicing, and administrative tasks within the President’s Office.
• Maintain records and conduct post‑event debriefs to improve future events.

Skills

Project management

Communication

Organization

Prioritization

MS Office

Interpersonal skills

Education

High school diploma or GED

Associate's degree preferred

Tools

MS Office Suite (Word, Excel, PowerPoint)

Email platforms

Job description

Events and Special Projects Assistant, President'sOffice

Posting Number:

S01602JP

Department:

President's Office

Job Summary:

The Events and Special Projects Assistant for the President'sOffice plans, executes and manages high profile events, projects,and initiatives aligned with Bowdoin College's strategic goals. Theposition serves as lead event planner for recurring and ad hocevents and hospitality needs for signature events hosted by thePresident at Parker Cleaveland House, and locations on and offcampus, including but not limited to Board of Trustee meetings,meals and events with internal and external stakeholders, and othermajor ceremonies and milestones. The role requires close coordination with President's Office teamstaff, Cleaveland House manager, academic departments andadministrative offices to ensure the flawless execution oftime-sensitive, high-visibility events. In addition, this positionprovides broader special-projects and administrative support thatadvances Bowdoin College's strategic priorities.

ESSENTIAL FUNCTIONS

• Working closely with members of the President's Office team,design, plan, execute and staff the President's recurring calendarof signature events, as well as non-recurring meals and specialoccasions hosted by the President at Parker Cleaveland House.
• Design, plan, execute and staff the Commencement dinner forhonorary degree recipients and serve as primary point of contactfor the College's honorary degree recipients leading up to andthrough Commencement weekend, coordinating all visitlogistics.
• Working closely with the President's Office staff and theSecretary of the College, lead on the hospitality elements of Boardof Trustee meetings, including all meals, receptions, andrefreshments.
• Provide comprehensive logistical and operational support forspecial meetings, retreats, or campus events associated withPresidential projects, and other high-level institutional visits.Support includes planning and execution of schedule, receptionsand meals, and involves close coordination with campus constituentsand external stakeholders.
• Provide scheduling, invoicing, and general administrativesupport for special projects and initiatives within the President'sOffice, including backup sick/vacation coverage for the EA roles inthe office, as needed.
• Maintain detailed and organized records, documentation, andreference materials. Conduct post-event debrief, and follow-up;preserve institutional knowledge and find opportunities forcreativity and innovation to improve execution of recurring eventsyear over year.

This position is scheduled for 24 hours per week.

The hiring range for this position is expected to be: $$40,600 -43,800 annually.

BENEFITS AND PERKS

• A variety of health insurance plans (Medical, Vision,Dental)
• Generous Retirement Plan - 401(a) and 403(b)
• Paid Time Off: vacation and personal/sick time
• Paid Holidays and Special Days Off: https://www.bowdoin.edu/hr/our-workplace/college-holidays-and-special-days-off.html
• Paid Parental Leave (Available after one year of service)
• Household access to many of the College's facilities includingthe gym and pool
• Free fitness and wellness classes!
• And more: https://www.bowdoin.edu/hr/benefits-perks/index.html

Education/Skills Requirements:

A high school diploma or GED equivalent required, Associate'sdegree preferred.

• In-depth understanding of event design, planning, execution,and logistics.
• Knowledge of hospitality standards for high-profileaudiences.
• Knowledge of office administration, record-keeping, schedulingsystems, and documentation requirements.
• Skill in coordinating scheduling, travel, accommodations,venues, and catering.
• Skill in identifying and resolving event-related issuesquickly, calmly, and creatively.

Experience Requirements and/or Equivalents:

Required:

• A minimum of 4 years experience in an administrative or similarrole
• Strong ability to plan, organize, and manage multiple projectsand tasks simultaneously and efficiently.
• Advanced written and verbal communication; effective withinternal/external stakeholders, including trustees.
• Strong organizational skills, precise in documentation,record-keeping.
• Effectively prioritize and follow through on tasks to ensuretimely and flawless execution.
• Proficient in using computer software including MS Office Suite(Word, Excel, PowerPoint), and email platforms.
• Excellent interpersonal skills with the ability to build andmaintain relationships with alumni, donors, staff, and otherstakeholders.

Preferred:

• Prior experience working in higher education.

Standard Work Days and Hours:

Standard administrative hours are 8:30am - 5:00pm. The position isscheduled for 24 hours/week.This is an exempt position requiringthe time commitment necessary to successfully complete jobrequirements. Some weekend and evening hours required and schedulemay vary.

About Bowdoin:

Bowdoin embraces diversity in all forms, and the College is home totalented students, faculty and staff-with a variety of racial,ethnic, cultural, and socioeconomic backgrounds; religious beliefs;and gender identities, among other factors.

We encourage applications from candidates committed to the supportof an inclusive campus community and those who will enrich andcontribute to the College's multifaceted diversity. We value acommunity in which individuals of all backgrounds are warmlywelcomed and encouraged to succeed.

Founded in 1794, Bowdoin has maintained its commitment to theliberal arts for well over 200 years. Bowdoin's reputation as apreeminent liberal arts college rests on the excellence of itsfaculty, students, and staff; intimate size; strong sense ofcommunity; and connections to the people, history, and naturalbeauty of Maine.

Bowdoin's campus is situated in a beautiful natural setting.Located in Brunswick, Maine, a town of approximately 20,000, theCollege is a short drive from the Maine coast, twenty-five milesfrom Portland and 120 miles from Boston.

Employment Category:

Casual

Pay Type:

Salaried

Background Check Package Requirements:

Faculty/Administrative

Is a pre-placement physical required for this position?:

No

Posting Date:

08/25/2026

Open Until Filled:

No

EEO Information:

Bowdoin College complies with applicable provisions of federal andstate laws that prohibit unlawful discrimination in employment,admission, or access to its educational or extracurricularprograms, activities, or facilities based on race, color,ethnicity, ancestry and national origin, religion, sex, sexualorientation, gender identity and/or expression, age, maritalstatus, place of birth, genetic predisposition, veteran status, oragainst qualified individuals with physical or mental disabilitieson the basis of disability, or any other legally protectedstatuses.