The Community Events Coordinator is responsible for supporting the Advancement team in the development and production of successful events, communications and programming for the ASL community to enhance engagement with the school and promote our mission.
The staff member reports to the Senior Associate Director of Advancement and works closely with members of the Advancement office and, on occasion, with parents and alumni volunteers to ensure the efficacy of events.
Summary of Duties
Advancement Events Management
- Assist with planning and management of Advancement events and other School events as directed
- Supports the organization of, logistics and communication for local and international alumni events
Community and Fundraising Events
- Serves as primary liaison between Advancement and PCA volunteer groups
- Acts as first point of contact with PCA volunteers to support a successful 2019 PCA Auction, assisting with delegation, whenever possible, of various aspects of logistics, organization, collaboration and event-related communications
Typical tasks may include securing event venues and managing all event logistics such as: marketing and event promotion via invitations and social media; catering, AV, transport, gifts, floral, decor, invitation, attendance management and tracking in database, name tags, place cards, drafting event agenda, remarks and bios on guests; resourcing underwriting for events; sourcing gifts or other takeaways; and overseeing the budget.
- Demonstrated solid and strong experience in events or project management
- Comfortable using and navigating event management or similar software
- Excellent oral and written communication skills
- Willingness to take initiative when required and be self-directed
- Demonstrated ability to work collaboratively with a team and seek assistance when needed
- Experience working with volunteers
- Organized and efficient approach to juggling multiple requests, competing priorities and tight deadlines
- Timely responsiveness, patience, respectfulness, poise and tact when dealing with both internal and external constituents and representing the School
- Some events take place in the evenings and weekends, requiring the willingness to work these hours and travel as needed. Time in compensation may be available at the discretion of the supervisor
- A proven commitment to the safeguarding and welfare of children
- A university degree
- Experience with Raiser’s Edge or similar donor database
- Extensive work experience in a similar role within a non-profit/fundraising environment
- Knowledge and understanding of international and/or independent school communities or NGOs or non-profits