Events Coordinator

Position Summary

This position reports to the Director of Advancement and serves on the school’s Advancement Leadership Team. The Coordinator’s role centers on creating a welcoming atmosphere for the School community, while also delivering the organizational support necessary to reach event and department goals. This hands-on position is responsible for managing the administrative and logistical aspects of all philanthropic events for the school.

The Coordinator will collaborate with the Director of Advancement to develop strategies and implement tactics that will provide quality services to the school community while increasing philanthropic support from key constituencies.

• Plan, organize, and implement the following school events, including, but not limited to:
  Reception for Senior parents at Opening Ceremony;
  New 6th and 9th Grade Parent Receptions;
  Annual Joy of Education Fundraising Dinner;
  Thanksgiving Alumni event;
  Head of School Reception;
  Alumni Reunion;
  Alumni Board Meetings and other events as needed.
• Serve as a resource to school leadership or faculty/staff with the following school events, including, but not limited to:
  Back-to-School Pop-In;
  Grand friends’ Day;
  Thanksgiving Luncheon;
  Alumni Day;
  Prom;
  Senior Luncheon & Dinner;
  Final Parents’ Association Board Meeting;
  Graduation and other events as needed, providing guidance and support according to a defined scope of work for each event.
• Coordinate with the Advancement team to identify potential sponsors and donors for specific events, campaigns, and general support.
• Recruit, train, and supervise volunteers to assist with the implementation of events.
• Plan and execute events with attention to financial and time constraints and ensure compliance with insurance, legal, health and safety obligations, and school policies and procedures.
• Create budgets for each event as well as document event procedures.
• Coordinate all internal facilities needs in conjunction with Facilities team.
• Identify, manage, and coordinate efforts with external vendors, including coordinating contracts, payment, and day-of-event logistics.
• Proactively handle any arising issues and troubleshoot emerging problems on the day of the events.
• Support the Advancement team in designing and delivering effective stewardship activities, with an emphasis on donors involved in events.
• Other duties as assigned.

• Bachelor’s degree required
• Two to five years of experience in special event coordination, budgeting and financial goal setting required.
• Experience in identifying, training and motivating volunteers.
• Excellent oral and written communications skills.
• Excellent organization and time management skills, with the ability to manage multiple projects.
• Excellent interpersonal skills and the ability to work in a team-oriented environment.
• Ability to work independently with minimal supervision.
• Ability to represent the school to external constituents and work effectively with internal constituents across all levels.
• Computer skills, including Microsoft Office programs (Word, Excel); experience with Raiser’s Edge donor software or similar fundraising software and Auction software a plus.
• This position requires the ability to frequently stand, walk, and sit, and may require lifting and moving objects up to 25 pounds.
• Position requires occasional nights and weekends as dictated by school and event schedules.