HERC of the Carolinas

The In-Person Events Fellow is a two-year, entry-level fellowship designed for a new or recent college graduate eager to build a strong foundation in event planning and production in a higher education setting. As a member of Davidson College's Office of Events & Programming (OEP), this role supports a wide range of College Relations events and delivers exceptional experiences for alumni, families, donors, volunteers and campus partners.

From supporting receptions, scholarship dinners, board-related events and regional programs to assisting during peak "all hands on deck" periods such as Orientation, Wildcat Weekend and Reunion Weekend, the Fellow will learn the details behind high-quality event execution--balancing thorough planning with flexibility in a fast-paced environment. With mentorship and training from OEP colleagues, the Fellow will gradually assume lead responsibility for select events, including vendor and host coordination, budget tracking, on-site execution and volunteer management.

This position reports to the Associate Director of Events & Programming and requires evening and weekend work as scheduled.

Key Responsibilities

Event Planning, Production & Onsite Execution

• Plan and execute College Relations events with increasing responsibility, including (but not limited to) receptions, scholarship dinners, board meetings and regional events.
• Assist with guest experience and day-of logistics, including crowd flow, signage/materials and on-site problem-solving.
• Provide event support for programs led by other OEP team members, particularly during peak seasons (Orientation, Wildcat Weekend, Reunion Weekend).
• Collaborate with the OEP team to develop creative event themes and logistical plans that align with host goals and Davidson standards.

Vendor/Campus Partnerships

• Build strong working partnerships with campus services and other departments to coordinate event needs.
• For assigned events, serve as the primary liaison with host offices throughout the planning process.
• Assist with vendor communication, scheduling and logistics to ensure smooth execution.

Budgeting, Registration & Event Communications

• Build, manage and track event expenses and revenue to align with approved event budgets.
• Build and manage online event registration forms within the database.
• Manage in-person and virtual event communications in partnership with the Digital Events Fellow.

Projects & Professional Development

• With guidance from the Director, identify and complete longer-term projects aligned with professional interests that also advance OEP priorities and provide meaningful growth over the two-year fellowship.
  

Minimum Qualifications

• Bachelor's degree from an accredited institution.
• Enthusiastic interest in an events career and willingness to learn through hands-on experience.
• Strong attention to detail and follow-through; highly organized, results-driven and accountable in a fast-paced environment.
• Ability to manage high-pressure, last-minute or urgent requests with professionalism and calm.
• Strong critical thinking skills and a solution-oriented approach to challenges.
• Strong interpersonal skills and excellent internal and external customer service.
• Commitment to delivering a high-quality experience for event attendees.
• Willingness to learn Davidson College systems and tools including Blackbaud, Google Workspace, and the EMS booking system (training provided).
• Ability to lift 20+ pounds, move boxes and event supplies, travel between campus locations on foot or via golf cart, and work outdoors in varied weather conditions.
• Valid driver's license required.
• Position requires evening and weekend work to execute events as scheduled.