Events and Special Projects Assistant, President's Office
Bowdoinham Country Store
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Benefits offered by this job
Job summary
Bowdoin College in Brunswick, Maine, is seeking an Events and Special Projects Assistant for the President’s Office to plan, execute, and manage high-profile events and initiatives aligned with the College’s strategic goals.
The role leads event planning for signature events at Parker Cleaveland House and other campus locations, coordinating with internal teams and external stakeholders to ensure flawless, timely execution while supporting broader special projects and administrative tasks.
Qualifications
- Minimum of 4 years experience in an administrative or similar role.
- Strong ability to plan, organize, and manage multiple projects.
- Advanced written and verbal communication; effective with internal/external stakeholders, including trustees.
- Strong organizational skills, precise in documentation, record-keeping.
- Proficient in using computer software including MS Office Suite (Word, Excel, PowerPoint).
- Excellent interpersonal skills with the ability to build and maintain relationships with alumni, donors, staff, and other stakeholders.
Responsibilities
- Design, plan, and staff the President’s recurring calendar of signature events and meals.
- Lead hospitality elements for Board of Trustee meetings, including meals and receptions.
- Provide logistical support for special meetings, retreats, or campus events.
- Provide scheduling, invoicing, and general administrative support for projects.
- Maintain detailed records and conduct post-event debriefs to improve execution.
Skills
Education
Tools
Job description
Title Events and Special Projects Assistant, President's Office
Posting Number S01602JP
Department President's Office
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.
- 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.
- 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.
- 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.
- Prior experience working in higher education.
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.
Bowdoin embraces diversity in all forms, and the College is home to talented 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 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.
Employment Category Casual
FTE 0.60
Posting Date 09/04/2026
Open Until Filled No
Type of Posting Internal/External
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.
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