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Program Assistant

Northeastern University
Massachusetts, United States
Salary Not specified
Start date
Nov 7, 2023

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Program Assistant

About the Opportunity

Job Summary

The Program Assistant is a valuable member of the Alumni Relations (AR) Engagement Initiatives team. The Program Assistant reports to the Director, Affinity and Domestic Engagement and provides office support, event coordination and program logistics for both live and virtual programming for the engagement efforts of the Alumni Relations (AR) team.

The Program Assistant will:

(1) assist in the planning and production of successful live and virtual programs and event series from concept to post-mortem, including, but not limited to: events and programs that support alumni affinity engagement, signature programs, domestic communities, educational, and women's initiatives;
(2) help coordinate event logistics including venues, caterers, entertainers, photographers, transportation carriers, etc.;
(3) establish and maintain event registration databases as well as forms and output needed from system (i.e. attendance lists, nametags);
(4) post-event work including coding of alumni database and compiling event wrap ups for analysis;
(5) act as a customer-service focused resource for the members of the global university community, including internal colleagues, alumni, parents, students, friends, vendors, and other external entities;
(6) work in conjunction with their colleagues to develop and implement efficient and effective marketing and communication strategy and content to maximize the department's outreach to alumni;

(7) assist Engagement Initiatives team with web site updates:
(8) provide additional administrative office support to members of the Engagement Initiatives team as needs dictate;

The Program Assistant must represent the university and the AR team in a professional, enthusiastic manner with a customer service and team focus. Evening and weekend work required, as needs dictate, along with occasional local and regional travel to event sites. This position requires some lifting of heavy items and/or use of a hand truck for event supplies and equipment. The Program Assistant will perform other duties as assigned, including assisting at several general events throughout the year. As a member of the Advancement Division it is essential for the Program Assistant to understand and support the role philanthropy plays in engaging the Northeastern community.

Key Responsibilities & Accountabilities

Event Logistics and Program Support (70%)

Provide administrative support to members of the Engagement Initiatives team in the planning, coordination, and management of events and programs.

Assist in the planning and production of successful live events and virtual programs aimed to engage the university's local, regional, and international communities, from concept to post-mortem including, but not limited to: affinity, educational, signature programs, and women's speaker series, live and virtual networking events and programs, webinars, and receptions. Help coordinate event logistics including speakers, venues, caterers, entertainers, photographers, transportation carriers, etc. Establish and maintain event registration and program databases as well as forms and output needed from system (i.e. attendance lists, nametags). Post-event work including coding of alumni database and compiling event post-mortems for analysis; event budget monitoring and reconciliation; assist in developing and implementing communications and marketing strategy and content associated with assigned events and programs; and manage vendor relationships as they pertain to the events; staff events. Assist entire Engagement Initiatives team with web site updates.

Cross-team Collaboration (20%)

To maximize resources and provide meaningful engagement opportunities to all Northeastern community members in an effective and efficient manner, collaboration with other teams and individuals is a must.

Constituent Services (10%)

As a contact within the Alumni Relations team for alumni, parents, students, volunteers, and faculty/staff, the Program Assistant will provide a high-level of consistent customer service to both internal colleagues partnering with Alumni Relations and external constitutes as it relates to events, programs, communications, and general inquiries.

Knowledge, Skill Sets, and Experience

Bachelor's degree preferred. One to three years of experience working in an office environment with a background in event planning and/or customer service; excellent coordination, organizational, communication (written and oral), and computer skills; detail oriented and strong customer service and interpersonal skills. High level of self-confidence and enthusiasm, proficiency with virtual communication platforms and online learning tools. Ability to be a self-starter and adaptable to new systems; Ability to interact professionally and diplomatically with alumni, volunteers, students, parents, staff, faculty, vendors and external entities; Ability to work independently and be productive with minimal supervision as well as in a team environment on several projects at a time; Ability to travel, domestically, as needed.

Strong computer skills including proficient use of Microsoft Excel, Outlook, and PowerPoint are required; knowledge of Adobe's Creative Cloud applications, specifically Photoshop, Illustrator and InDesign is a plus. Experience with Salesforce is helpful. Experience working in higher education with alumni is a plus. The ability to do some lifting of heavy items and/or use of a hand truck for event supplies and equipment is required.

Position Type

General Administration

Additional Information

Northeastern University considers factors such as candidate work experience, education and skills when extending an offer.

Northeastern has a comprehensive benefits package for benefit eligible employees. This includes medical, vision, dental, paid time off, tuition assistance, wellness & life, retirement- as well as commuting & transportation. Visit for more information.

Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff. Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion.

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law.

To learn more about Northeastern University's commitment and support of diversity and inclusion, please see

To apply, visit


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