Events and Special Projects Assistant, President's Office

Bowdoinham Country Store; Brunswick (ME); Hybrid; USD 41,000 - 44,000; Part time

Benefits offered by this job

Health insurance

Generous Retirement Plan – 401(a) and

Paid Time Off: vacation and personal/s

Paid Parental Leave (Available after 1

Household access to College facilities

Job summary

Bowdoin College is seeking an Events and Special Projects Assistant in the President’s Office to plan, execute, and manage high-profile events and initiatives aligned with strategic goals.

The role leads event planning for signature and ad hoc events at Parker Cleaveland House and other campus locations, coordinating with internal teams and external stakeholders for flawless execution.

Qualifications

• Minimum of 4 years experience in an administrative or similar role.
• Strong ability to plan, organize, and manage multiple projects and tasks.
• Advanced written and verbal communication; effective with internal/external stakeholders.

Responsibilities

• Plan, execute and staff the President’s recurring calendar of signature events and related meals.
• Coordinate with President’s Office, Cleaveland House staff, and academic departments for logistics.
• Lead on hospitality for Board of Trustee meetings, including meals, receptions, and refreshments.
• Provide logistical support for special meetings, retreats and campus visits.
• Handle scheduling, invoicing and general administrative tasks for special projects.
• Maintain organized records and conduct post-event debriefs to improve future events.

Skills

Event planning

Hospitality

Stakeholder management

Communication

Time management

Education

High school diploma or GED

Associate’s degree preferred

Tools

MS Office Suite (Word, Excel, PowerPoint)

Scheduling software

Email platforms

Job description

Events and Special Projects Assistant, President's Office

Title Events and Special Projects Assistant, President's Office

Posting Number

Posting Number S01602JP

Department

Department President's Office

Job Summary

The Events and Special Projects Assistant for the President’s Office plans, executes and manages high profile events, projects, and initiatives aligned with Bowdoin College’s strategic goals. The position serves as lead event planner for recurring and ad hoc events and hospitality needs for signature events hosted by the President at Parker Cleaveland House, and locations on and off campus, including but not limited to Board of Trustee meetings, meals and events with internal and external stakeholders, and other major ceremonies and milestones.

The role requires close coordination with President’s Office team staff, Cleaveland House manager, academic departments and administrative offices to ensure the flawless execution of time-sensitive, high-visibility events. In addition, this position provides broader special-projects and administrative support that advances 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 calendar of signature events, as well as non-recurring meals and special occasions hosted by the President at Parker Cleaveland House.
• Design, plan, execute and staff the Commencement dinner for honorary degree recipients and serve as primary point of contact for the College’s honorary degree recipients leading up to and through Commencement weekend, coordinating all visit logistics.
• Working closely with the President’s Office staff and the Secretary of the College, lead on the hospitality elements of Board of Trustee meetings, including all meals, receptions, and refreshments.
• Provide comprehensive logistical and operational support for special meetings, retreats, or campus events associated with Presidential projects, and other high-level institutional visits. Support includes planning and execution of schedule, receptions and meals, and involves close coordination with campus constituents and external stakeholders.
• Provide scheduling, invoicing, and general administrative support for special projects and initiatives within the President’s Office, including backup sick/vacation coverage for the EA roles in the office, as needed.
• Maintain detailed and organized records, documentation, and reference materials. Conduct post-event debrief, and follow-up; preserve institutional knowledge and find opportunities for creativity and innovation to improve execution of recurring events year 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 Parental Leave (Available after one year of service)
• Household access to many of the College’s facilities including the gym and pool

A high school diploma or GED equivalent 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.

Experience Requirements and/or Equivalents

Required:

• A minimum of 4 years experience in an administrative or similar role
• Strong ability to plan, organize, and manage multiple projects and tasks simultaneously and efficiently.
• Advanced written and verbal communication; effective with internal/external stakeholders, including trustees.
• Strong organizational skills, precise in documentation, record-keeping.
• Effectively prioritize and follow through on tasks to ensure timely 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 and maintain relationships with alumni, donors, staff, and other stakeholders.

Preferred

• Prior experience working in higher education.

Standard Work Days and Hours

Standard administrative hours are 8:30am – 5:00pm. The position is scheduled for 24 hours/week.

This is an exempt position requiring the time commitment necessary to successfully complete job requirements. Some weekend and evening hours required and schedule may vary.

About Bowdoin

Bowdoin embraces diversity in all forms, and the College is home to talented students, faculty and staff— We encourage applications from candidates committed to the support of an inclusive campus community and those who will enrich and contribute to the College’s multifaceted diversity. We value a community in which individuals of all backgrounds are warmly welcomed and encouraged to succeed. Founded in 1794, Bowdoin has maintained its commitment to the liberal arts for well over 200 years. Bowdoin’s reputation as a preeminent liberal arts college rests on the excellence of its faculty, students, and staff; intimate size; strong sense of community; and connections to the people, history, and natural beauty of Maine. Bowdoin’s campus is situated in a beautiful natural setting. Located in Brunswick, Maine, a town of approximately 20,000, the College is a short drive from the Maine coast, twenty-five miles from Portland and 120 miles from Boston.

Shift

Employment Category

Employment Category Casual

FTE

FTE 0.60

Benefits Eligible

Pay Type

Background Check Package Requirements Faculty/Administrative

Is driving a vehicle (e.g. Bowdoin vehicle or off road vehicle, rental car, personal car) an essential function of this job?

Is driving a vehicle (e.g. Bowdoin vehicle or off road vehicle, rental car, personal car) an essential function of this job? No

Is a pre-placement physical required for this position?

Is a pre-placement physical required for this position? No

Posting Date

Posting Date 09/11/2026

Applications Accepted Until

Open Until Filled No

Type of Posting

Type of Posting Internal/External

EEO Information

Bowdoin College complies with applicable provisions of federal and state laws that prohibit unlawful discrimination in employment, admission, or access to its educational or extracurricular programs, activities, or facilities based on race, color, ethnicity, ancestry and national origin, religion, sex, sexual orientation, gender identity and/or expression, age, marital status, place of birth, genetic predisposition, veteran status, or against qualified individuals with physical or mental disabilities on the basis of disability, or any other legally protected statuses.