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Position Detail - President’s House and Event Manager

President’s House and Event Manager

Apply now Job no: 493179
Work type: Staff Full-time
Location: South Hadley, MA
Categories: Administrative/ Executive/ Office Support, Event Planning

Position Type: Staff Full-time

Hours per week: 37.5 

Weeks per year: 52

Work Schedule: 8:00 am - 4:30 pm (with an hour for lunch) 

Department Summary & Job Purpose:

Under the supervision of the Chief of Staff and Secretary of the College, the President’s House and Event Manager ensures that the President’s house and gardens are outfitted and maintained as a public space and as a private residence. The President’s House and Event Manager supervises the part-time Housekeeper.

The President’s House and Event Manager coordinates all event logistics in the President’s House, from intimate dinners to large-scale receptions, liaising with Events Services, Facilities, and other departments across campus, as well as external vendors. The President’s House and Event Manager ensures the President’s vehicle is maintained.

The President’s House and Event Manager also works with Development (Donor Relations), Events Services, and other appropriate offices on presidential events held elsewhere on campus, ensuring that events are planned and implemented strategically, at a presidential level, with the guest experience in mind and no detail left unaccounted for. The President’s House and Event Manager may also provide planning guidance and remote support on presidential events held in locations beyond South Hadley.

 

Core Job Duties and Responsibilities: 

  • Event Management and Hospitality -
    • Plan and execute logistics related to successful campus events in support of the President and President's Office, including coordinating all events at the President's House, ranging from small, intimate dinners to large-scale receptions. This may include coordinating with multiple departments, completing event orders, responding to and accommodating guests' dietary needs, briefing relevant staff, etc.
    • Support the President in their role as host, and ensure event flow and schedule is followed. Welcome and attend to guest needs as appropriate.
    • Coordinate outside vendors for event-related services when needed.
    • Manage vendors and vendor contracts in accordance with College policies.
    • Provide hospitality for overnight guests and visitors as needed.
  • President's House and Grounds -
    • Supervise day-to-day scheduling of maintenance and housekeeping for a twenty-two-room (five bedroom- and eight bathroom-) home. Provide any necessary training.
    • Exercise aesthetic judgment in line with the president's preferences. Ensure upkeep and presentation of public rooms and guest rooms. Provide for seasonal and event decorations, indoors and out.
    • Coordinate with facilities and grounds staff as needed to determine and schedule appropriate upkeep to the house and grounds.
    • Maintain the president's car, ensuring personal mileage is tracked and car is serviced and inspected appropriately.
    • Be on-call for urgent issues, and ensure coverage of on-call responsibilities when away from campus. 
  • Budget and Finances -
    • Under the supervision of the Chief of Staff/Secretary of the College, manage the President's House budget, including handling household billing and submitting reimbursements.
    • Track necessary replacement and repair of furnishings and equipment, and coordinate with Facilities and outside vendors as required.
    • Purchase and maintain event and hospitality-related supplies. 
  • Other duties -
    • Other duties as assigned may include, and are not limited to: purchasing groceries and other household items; providing transportation up to 50 miles from campus; and purchasing and delivering or sending gifts on the President's behalf.

Qualifications: 

Candidates must have at least two years' experience managing large events.
Candidates must be available to work a flexible schedule, including evening and weekend hours.

The successful candidate will be courteous and efficient, possess strong organizational skills and excellent attention to detail, and demonstrate their ability to:

• Build successful relationships with other departments, including internal campus partners and external vendors
• Maintain strict confidentiality and discretion
• Handle a wide variety of activities, and work independently and under pressure

Preferred Qualifications:

License/Certifications: Must possess a driver's license and be able to obtain Five College Driver Credentials.

Compliance Requirements: 

Physical Demands: 


• Medium work: Exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently to move objects.


Physical Activity:


• Climbing: Ascending or descending ladders, stairs using feet and legs and/or hands and arms. Body agility is emphasized. This factor is important if the amount and kind of climbing required exceeds that required for ordinary locomotion.
• Stooping: Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
• Kneeling: Bending legs at knee to come to a rest on knee or knees.
• Crouching: Bending the body downward and forward by bending leg and spine.


Visual Acuity:


• Visual Acuity including color, depth perception and field vision.
• Visual Acuity - Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus Employee is required to have visual acuity to operate motor vehicles and/or heavy equipment.
• Employee must be able to operate a motor vehicle to perform the essential duties of the position.
• The employee is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned (i.e., custodial, food services, general laborer, etc.) or to make general observations of facilities or structures (i.e., security guard, inspection, etc.).
• Employee operates office equipment and computers to perform essential duties and responsibilities.

Working Conditions - Environmental and Atmospheric:


• MOST OF THE TIME: The employee is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).
• OCCASIONALLY: Protection from weather conditions but not necessarily from temperature changes. Activities will sometimes occur inside and outside environments.

  

Background Checks:

Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified employees that will allow all of its students, faculty, staff and those associated with them to successfully carry out the mission of the college. As a condition of employment, the College will conduct appropriate background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver Credential) are completed and utilized in the hiring process and Five College Office of Compliance and Risk Management as the office responsible for facilitating background checks as articulated in this policy.

Special Instructions for Applicants: 

Apply online; application materials must include:

  1. A cover letter summarizing interests and qualifications
  2. A complete resume or curriculum vitae
  3. Contact information for 3 professional references

Mount Holyoke College is a women’s college that is gender diverse. The College is committed to providing equal access and opportunity in employment and education to all employees and students. In compliance with state and federal law, Mount Holyoke College does not discriminate on the basis of race, ethnicity, color, genetic information, sex, national or ethnic origin, religion, age, physical or mental disability, marital status, sexual orientation, pregnancy, gender identity or expression, ancestry, veteran or military status, or any other legally protected status under federal, state or local law. The College does not discriminate on the basis of gender in the recruitment and admission of students to its graduate program.

Mount Holyoke College is an Equal Opportunity Employer. 

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