Part time position, non-exempt
Position to begin late August, 2020
30 hours per week during 2020/21 School Year (Approximately 42 weeks);
5-10 hours per week during Summer 2021
Supervisor: Director of Development
The Special Events Coordinator is principally responsible for planning and managing all alumni/development events (related to alumni relations, fundraising, admissions, and public relations). The Coordinator is also responsible for additional, day-to-day administrative functions of the alumni/development office.
The ideal candidate will possess a love for special event management, be capable of providing outstanding customer service, be an energetic and enthusiastic professional, and be able to build relationships with internal and external constituents.
- Coordinate with Directors of Development, Annual Fund, and Alumni Relations to develop strategies for meeting all event objectives
- Responsible for planning and implementing all alumni and development office events
- Oversee special events and Homecoming budgets
- Calculate event budgets and ensure they are adhered to
- Book talent, including musicians, bands, disc jockeys and other vendors
- Select chefs or catering companies to prepare food for events
- Plan layout of seating and decorations
- Schedule speakers, vendors, and participants
- Coordinate and monitor event timelines and ensure deadlines are met
- Initiate, coordinate and/or participate in all efforts to publicize events
- Edit and design promotional materials
- Create invite lists; send out invitations and manage RSVP lists
- Hire/coordinate staff to manage event
- Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations
- Recruit and manage volunteer pool, both for events and for day-to-day office needs
- Coordinate and schedule Jones House living room and other Jones House facilities
- Perform all other duties as assigned by the Director of Development
- Extensive special event experience
- Experience working with Google Docs suite of products, as well as Raiser’s Edge (or comparable moves management system)
- Proficiency with mail merges and event software, as well as experience working with Adobe suite of products
- Professional demeanor, outstanding interpersonal skills, superior writing and proofreading skills, and a keen attention to detail
- Flexibility, responsibility, and resourcefulness with the time management skills to manage a number of projects simultaneously
- Ability to lead a group/committee and also work as a member of a team in a variety of roles, sometimes outside of usual job responsibilities
- Must possess the ability to exercise discretion when dealing with sensitive donor information
Bachelor’s degree in a relevant area of study.
Night and weekend work is required.
How to Apply:
Interested candidates should provide a letter of interest, current resume, and list of three references to Ann Cole, firstname.lastname@example.org, by June 19th, 2020. Wilmington Friends School alumni are encouraged to apply.