Events Consultant - Institutional Advancement and Alumni Relations

The Medical College of Wisconsin, Inc.; Wauwatosa (WI); Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Tuition Reimbursement

Paid Parental Leave

On campus Fitness Facility

Job summary

The Medical College of Wisconsin, Inc. seeks an experienced Event Consultant to independently plan and execute philanthropy alumni events under the guidance of the Event Experience Manager.

This role collaborates with donor relations, communications and leadership to deliver impactful, multi‑faceted events that engage donors, faculty and community members, across in‑person, virtual and hybrid formats. Responsibilities include strategic planning, budgeting, logistics, and post-event follow-up,

Qualifications

• Bachelor’s degree required; advanced degree preferred.
• Minimum of 5 years of event planning or philanthropy-related event planning experience.
• Strong written and oral communication skills essential.
• Experience coordinating with executive leadership and cross-functional teams.

Responsibilities

• Collaborate with Engagement, Alumni, Major Gift Officers and communications teams to align event plans with fundraising and brand goals.
• Lead and support event logistics, ensuring attendee experience and operational planning from registration to follow-up.
• Develop budgets for events and track spending with regular reporting.
• Create event collateral, promotional materials, run-of-show, and production schedules for in-person, virtual and hybrid formats.
• Manage vendor relationships and external partnerships; coordinate reservations and venue engagements.

Skills

Event planning

Budget management

Excellent communication

MS Office

Stakeholder collaboration

Education

Bachelor’s degree

Master's degree

Tools

Excel

Word

PowerPoint

Project management software

Donor databases

Job description

SummaryThe Event Consultant works independently with direction from, and support to, the Event Experience Manager. This position is responsible for the strategic consultation, planning and execution of Medical College of Wisconsin (MCW) and Froedtert Hospital philanthropy alumni events. This is a highly visible and fast-paced position within the institution where collaboration and concise communication is critical to success as part of the Institutional Advancement and Alumni Relations Event Team. The Event Consultant will have a unique ability to create, visualize and demonstrate their experience in leading implementation of multi-faceted events that engage donors, campus leadership, faculty, and other community members.Primary ResponsibilitiesCollaborate and integrate with Engagement Team and Alumni Team members, Major Gift Officers, Office of Communications, executive leaders, faculty, communication consultants and creative services team to strategically align event plans to institutional initiatives, fundraising and stewardship goals, and MCW’s brand strategy.Lead implementation of event logistics as assigned. Support strategic execution of events with a focus on attendee experience and operational planning that includes communications, marketing, and event promotions.Deliver a top-tier event experience for all guests before (e.g., registration, responding to inquiries), during and after (e.g., follow-up communications and close out activities) each event in alignment with institutional best practices.Bring expertise and valuable consultation to event planning for philanthropy and alumni events.Develop budget proposals for review and approval for individual events. Track to event budget and report out throughout planning process and execution.Oversee collaborative efforts to develop and produce event collateral including promotional materials, day-of-event printed and electronic materials, and video storytelling.Responsible for effective event timelines, development of run-of shows, and production schedules for in-person, virtual and hybrid events.Lead or support onsite event set-up (as assigned) with attendees, staff, volunteers, and vendors.Actively participate as part of the Institutional Advancement and Alumni Relations Integrated Events Team, including preparing materials and agendas, facilitating meetings, following up on action items and completing and distributing minutes.Execute administrative responsibilities as appropriate to maintain records, compile mailing lists, track attendees, transport materials, manage promotional inventory, and facilitate reservations and management of facility engagements, etc.Form and maintain partnerships with outside vendors.Effectively manage event project schedules and priorities.Share new ideas, expectations, operational challenges, and information with manager and OIA leadership.Travel to regional philanthropic locations, regional campuses or other event sites required and as needed.Other work-related duties as assigned.Knowledge – Skills – AbilitiesDemonstrated experience and success in leading the implementation of philanthropy and alumni eventsAbility to effectively plan and organize projects impacting the work of othersExcellent oral and written communication skills are essentialStrong critical thinking, problem solving and attentiveness to detail requiredAbility to identify and overcome obstacles to getting the work doneAbility to demonstrate responsibility, dependability, and the capability of multi-tasking necessaryAbility to work with executive leadership at a professional levelFlexible and works well under pressure to accommodate multiple, simultaneous deadlinesAbility to foster and maintain solid working relationships with colleaguesExcellent customer service skillsDemonstrated experience in all Microsoft programs, with advanced knowledge in Excel, Word and PowerPointExperience with project management software or donor databases preferredMust be able to work weekends or evening hours when needed for eventsPlan and organize work according to established priorities and complete assignments accurately within established timeframesDemonstrates cooperation, courtesy and consideration when working effectively with varied people (many different individuals and departments)Ability to work independently and as part of a teamQualificationsAppropriate experience may be substituted for education on an equivalent basis.Minimum Required Education: Bachelor’s degreeMinimum Required Experience: 5 years of experiencePreferred Education: Master's degreePreferred Experience: 6 years of event planning experience; philanthropic event planning or event planning in an academic.Physical RequirementsWork requires occasionally lifting moderate weight materials, standing, or walking continuously.Work EnvironmentOccasional exposure to dust, noise, temperature changes, or contact with water or other liquids. Work is performed in an environmentally controlled environment.Sensory AcuityAbility to detect and translate speech or other communication required. May occasionally require the ability to distinguish colors and perceive relative distances between objects.Why MCW?Outstanding Healthcare Coverage, including but not limited to Health, Vision, and Dental. Along with Flexible Spending options403B Retirement PackageCompetitive Vacation and Paid Holidays offeredTuition ReimbursementPaid Parental LeaveEmployee & Family Assistance Program (EFAP)Pet InsuranceOn campus Fitness Facility, offering onsite classesAdditional discounted rates on items such as: Select cell phone plans, local fitness facilities, Milwaukee recreation and entertainment etc.For a brief overview of our benefits see: Benefits OverviewFor a full list of positions see: MCW CareersAt MCW all of our endeavors, from our internal operations to our interactions with our partners, are driven by our shared organizational values: Caring – Collaborative – Curiosity – Inclusive – Integrity – Respect. We are committed to fostering an inclusive environment that values diversity in backgrounds, experiences, and perspectives through merit-based processes and in alignment with all applicable laws. We believe that embracing human differences is critical to realize our vision of a healthier world, and we recognize that a healthy and thriving community starts from within. Our values define who we are, what we stand for and how we conduct ourselves at MCW. If you believe in embracing individuality and working together according to these principles to improve health for all, then MCW is the place for you. For more information, please visit our institutional website.MCW as an Equal Opportunity Employer and Commitment to Non-Discrimination:The Medical College of Wisconsin (MCW) is an Equal Opportunity Employer. We are committed to fostering an inclusive community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, age, disability, sex, gender identity/expression, sexual orientation, marital status, pregnancy, predisposing genetic characteristic, or military status. Employees, students, applicants or other members of the MCW community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.