Associate Event Planner Jobs in Edmonds, WA (NOW HIRING)

Job Description

For over 160 years, the University of Washington has been a hub for learning, innovation, problem solving and community building. Supporting this legacy and important public mission-with the goal of making the UW the world's greatest public university, as measured by positive impact-guides everything we do in University Advancement. Bringing together development; alumni and stakeholder engagement; marketing and communications; and advancement operations, we advance the UW's impact by developing meaningful connections that foster pride, advocacy and philanthropic support.

The College of Built Environments has an exciting opening for an Advancement Events Specialist. This is a full-time, temporary position with an appointment through June 30, 2027.

The Advancement Events Specialist plans and executes a wide range of events that engage alumni, donors, volunteers, industry partners, and friends of the College of Built Environments. Reporting to the Associate Dean for Development, College of Built Environments, this role oversees all aspects of event management, from planning and logistics to onsite execution and post-event evaluation, while partnering closely with college leadership and other key stakeholders. The successful candidate will bring strong project management, customer service, and relationship-building skills to deliver high-quality events that strengthen engagement with the College and the University of Washington.

What You Will Do

Event Production and Management (75%)

• Plan and deliver a variety of in-person and hybrid events that engage alumni, donors, industry partners, volunteers, and other members of the College community.

• Manage events from start to finish, including timelines, budgets, registration, guest communications, venue coordination, and event logistics.

• Develop and coordinate event communications and materials, including invitations, registration pages, programs, signage, surveys, and other attendee-facing resources.

• Coordinate with vendors and service providers, including caterers, venues, rental companies, photographers, and other event partners.

• Lead onsite event execution, including setup and teardown, registration, audiovisual coordination, volunteer support, and troubleshooting to ensure a positive attendee experience.

• Partner with college leadership, faculty, and colleagues across the College to develop event content, schedules, and speaker materials.

• Maintain event information and registration platforms, provide event updates to stakeholders, and evaluate event outcomes to identify opportunities for improvement.

General Event Operations (20%)

• Collaborate with colleagues across the College, University, and broader community to support engagement efforts and coordinate event opportunities.

• Connect faculty and college leadership with speaking engagements and other event participation opportunities.

• Help ensure consistent event planning practices, timelines, and high-quality guest experiences across College and University events.

Other Duties (5%)

• Represent the College on committees, task forces, and working groups as needed.

• Stay informed on University event policies and help ensure events are planned and executed in accordance with established guidelines.

• Collaborate with event professionals across campus to support university-wide initiatives and share best practices.

Required Qualifications

To be considered for this opportunity, your application must demonstrate that you meet the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications will not be forwarded to the Hiring Department.

A Bachelor's degree AND two years of experience in event management, marketing/communications, advancement, or a related field.

Preferred Qualifications

• Demonstrated experience planning and executing events from start to finish, including logistics, vendor management, registration, communications, and onsite event support.

• Experience managing multiple events or projects simultaneously while balancing competing priorities and deadlines.

• Strong customer service and relationship management skills, with experience partnering with diverse stakeholders, clients, vendors, sponsors, donors, volunteers, or senior leaders.

• Experience supporting events of varying size and complexity, from small meetings and receptions to larger engagement programs and special events.

• Experience using event registration, invitation, or email marketing platforms such as Cvent, Marketo, or similar tools.

• Experience creating event communications and promotional materials, including invitations, presentations, signage, or digital content.

• Proficiency with Canva, Adobe Creative Suite, or similar design tools.

What You Can Expect

• Hybrid-work schedule with four days in the office and one to two days eligible for telework per week, based on business needs.

• Ability to work evening and weekend hours, as necessary, on short or limited notice.

• Cubicle/open workspace environment that may result in higher noise levels and visual distractions.

• Must have regular and reliable transportation for local travel, with the ability to travel to and from events and across campus as needed.

• Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down.

• During Events (from setup to tear down) or on Event days:

  • Ability to stand 4 or more hours continuously.

  • Ability to walk 4 or more hours continuously.

  • Ability to work greater than a 10-hour day

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Compensation, Benefits and Position Details

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About the UW

Working at the University of Washington provides a unique opportunity to change lives - on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.