Non Profit Event Planner Jobs (NOW HIRING)

New England Board of Higher Education

Boston, MA

Position Title: Part-Time Event Planner (Temporary, Project-Based)

Department: Office of the President

Reports To: President/CEO

GENERAL SUMMARY

The New England Board of Higher Education (NEBHE) is seeking an experienced, highly organized, and collaborative Event Planner to support the planning and execution of a major regional leadership dialogue funded with support from philanthropic partners.

This temporary, project-based position will play a primary role in coordinating planning and logistics for Examining the Truths We Hold to Be Self-Evident: Higher Education at America's 250th Anniversary – A New England Leadership Dialogue, a 1.5-day, invitation-only convening of approximately 250 higher education, government, foundation, business, and civic leaders. The event will occur in late November or early December 2026.

The successful candidate will work closely with NEBHE's President and CEO, Executive Assistant/Chief of Operations, and project team to ensure a seamless, high-quality event experience from planning through post-event wrap-up.

NEBHE BACKGROUND

Established in 1955 by six visionary New England governors, the New England Board of Higher Education (NEBHE) is a regional compact that works across New England to help leaders assess, develop, and implement education practices and policies of regional significance; promote regional cooperation that encourages efficient sharing of education resources; and strengthen the relationship between higher education and the regional economy. Based in downtown Boston, NEBHE is a nonpartisan, nonprofit organization.

POSITION SUMMARY

The Event Planner will provide comprehensive event planning and logistical support for a high-profile regional convening focused on the future of higher education, democracy, and America's 250th Anniversary.

This position is ideal for someone who thrives in a fast-paced environment, enjoys managing many moving pieces simultaneously, and has experience coordinating executive-level meetings, conferences, or nonprofit events involving senior leaders, scholars, and dignitaries.

The planner will serve on an hourly, project basis and work collaboratively with internal staff, vendors, speakers, sponsors, and partner organizations throughout the planning process.

Wage: $45/hour

Benefits: None

ESSENTIAL JOB DUTIES

Event Planning & Logistics

• Develop and maintain detailed project timelines and planning schedules.
• Coordinate all event logistics from planning through execution, including weekly/regular planning meetings.
• Assist with venue contracting, coordination, room layouts, audiovisual needs, catering, signage, transportation, and event flow.
• Manage vendor relationships and serve as the primary logistics contact when appropriate.
• Coordinate registration processes and attendee invitations and communications.
• Assist with hotel room blocks and guest accommodations, as needed.
• Assist with select participant travel, as needed.
• Prepare detailed event production schedules and run-of-show documents.
• Coordinate speaker logistics, including travel, biographies, presentation needs, and onsite support.
• Coordinate the development and production of the event agenda, printed materials, and other collateral items.
• Assist with procurement of event materials, printing, supplies, and branded items.
• Coordinate onsite registration, volunteer assignments, and event staffing.

Project Coordination

• Maintain planning documents, task lists, budgets, and timelines.
• Develop and maintain agendas, session summaries, and other planning, program, and subject-matter documents.
• Track deadlines and ensure project milestones are met.
• Schedule and participate in planning meetings.
• Prepare meeting notes and follow-up action items.
• Coordinate communications among NEBHE staff, program participants, consultants, vendors, and partners.
• Interface with Executive Assistant and Communications Director to coordinate website, press engagement and releases, and other communications activities.

Budget Support

• Track event-related expenses.
• Assist with vendor contracts and invoices.
• Help ensure expenditures remain within budget.
• Maintain organized financial and event records.

Onsite Event Management

• Assist with event setup and breakdown.
• Coordinate registration and guest check-in.
• Troubleshoot logistical issues in real time.
• Serve as a point of contact for speakers, vendors, and attendees.
• Ensure a professional, welcoming, and well-organized event experience.

Post-Event Responsibilities

• Coordinate collection of event materials.
• Assist with post-event evaluations and attendee surveys.
• Organize event files and documentation.
• Support final reporting and reconciliation of event expenses.

QUALIFICATIONS & SKILLS

Preferred Qualifications

• Three or more years of experience planning conferences, executive meetings, nonprofit events, or higher education convenings.
• Strong project management and organizational skills.
• Excellent written and verbal communication skills.
• Experience managing multiple priorities and deadlines.
• Exceptional attention to detail.
• Experience working with senior executives, board members, and external stakeholders.
• Proficiency with Microsoft Office Suite, Zoom, and event registration platforms such as Constant Contact, EventsAir, Cvent, or similar systems.
• Ability to work independently while collaborating effectively within a small team.
• Experience supporting grant-funded or nonprofit initiatives is preferred.
• Bachelor's degree or equivalent professional experience preferred.

Desired Skills

The ideal candidate is:

• Exceptionally organized
• Detail-oriented
• Proactive and resourceful
• Calm under pressure
• Professional and polished
• Flexible and adaptable
• Customer service focused
• Comfortable working with high-profile participants and confidential information

EQUAL OPPORTUNITY & FAIR CHANCE EMPLOYMENT STATEMENT

We are an equal opportunity employer and are committed to building a diverse and inclusive workplace. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status under applicable law.

We are also committed to fair chance hiring and will consider qualified applicants with criminal histories, including those who have been previously incarcerated, consistent with applicable laws.

Work Schedule

This is a temporary, hourly, part-time position with flexible scheduling. Hours will vary throughout the project, averaging approximately 20 hours per week, with increased availability expected during the 2-3 weeks leading up to the event and during the event itself.

Some evening meetings and occasional travel within the Boston/Cambridge area may be required.

About the Event

The planner will support the development and execution of Examining the Truths We Hold to Be Self-Evident: Higher Education at America's 250th Anniversary, a regional leadership dialogue bringing together approximately 250 invited leaders from higher education, government, philanthropy, business, and civic organizations.

The event will explore higher education's role in American democracy, opportunity, civic engagement, constitutional governance, free inquiry, and institutional leadership as the nation commemorates its 250th anniversary.

Term

This position will begin in July 2026 and continue through late November or early December 2026.

To Apply

Interested candidates should submit:

• Resume
• Brief cover letter describing relevant event planning experience
• Optional portfolio or examples of conferences or events managed

Applications will be reviewed on a rolling basis until the position is filled.

CONTACT

Interested applicants should submit a cover letter and resume or CV on LinkedIn or via an email to careers@nebhe.org using the subject line " Part-Time Event Planner”