Special Event Manager
Collegiate School, Richmond, VA, United States
Collegiate School seeks a highly professional Special Events Manager. The Manager is responsible for overall School-wide events management and execution with oversight of event budget, planning, logistics, communications, execution, and follow up. The Manager proactively assists with the management of the events calendar, developing ongoing strategies for engaging alumni, parents and friends. This position requires a strategic planner, creative thinker, flexible and team-oriented individual with an eye for detail. This position is full-time in office and reports to the Chief Development Officer.
General Responsibilities
Coordinates and executes Development Office events in collaboration with the Alumni Engagement director, such as Homecoming, Reunion Weekend, regional reunions, cocktail parties, lectures and panels. Serves as primary lead and point person for all Development Office events, including Leadership Giving/Donor Party, Auction, Helen Baker Society, Student Endowment Presentation, Former Trustees and Former Faculty & Staff, Athletic and Arts Hall of Fame, donor and parent gatherings. Develops and maintains event planning timelines and checklists. Aspects for event planning include, but not limited to, scheduling, communications, budgeting, event materials, briefings, nametags, follow up communications and notes, and gifts/favors. Supports and provides counsel on school-wide events such as graduation/moving up ceremonies, admission open houses, college counseling fairs, new parent engagement, Grandparents Day, and other high touch school events. Coordinates with outside vendors to secure contracts, menus, audio/visual equipment, and confirm any other event-related details. Ensures events are coded and all attendees are recorded in Raiser’s Edge. Ensures event information is accurately maintained on the school website and appropriate school calendars. Following events, tracks event attendees to monitor their engagement and support of the School and facilitates follow up with appropriate staff. Monitors impact of events and makes recommendations to improve efficiencies and effectiveness of event operations. Facilitates post-event feedback sessions to collect feedback. Cross Functional Collaboration
Collaborates with the Chief Development Officer to identify upcoming opportunities, trends, networking and new approaches for enhancing the events program and stewardship of alumni, parents and friends. Partners with internal departments and divisions in relation to events, including Head of School, Facilities, Division Heads, College Counseling, Admission, Aux. Services, Athletics, Performing Arts, Responsible Citizenship, and others as appropriate. Other Duties
Other duties and special projects as assigned by the Chief Development Officer and Head of School. Qualifications and Competencies
Bachelor’s Degree Ability to work early morning, evening and weekends as dictated by school and event calendar. Minimum of 3 years special events experience with a preference for managing high-level signature events in a school/University setting Proficiently uses Microsoft Excel, PowerPoint, Word, Google Sheets, Give Smart Strong written and oral communication skills; strong interpersonal skills; high level of attention to detail Experience and training in Blackbaud Raiser’s Edge preferred. Collaborative team player, in Development Office and across the School Core Values and Mission Commitment
HONOR
Personal integrity and devotion to the truth, which make one trustworthy, forthright, responsible and fair. LOVE OF LEARNING
A creative spirit that promotes intellectual and personal growth through exploration, inquiry and openness to change. EXCELLENCE
A sustained commitment to meeting high standards of character, achievement and personal accountability. RESPECT
Fundamental regard for the dignity and worth of each individual. COMMUNITY
A commitment to responsive and compassionate citizenship and service on campus, in the local community and in the broader world. Excellent communication skills with the ability to communicate the School’s shared purpose; builds trust among colleagues; is accountable; lives up to commitments. Proven cross cultural competency skills demonstrating self awareness, awareness of others and the ability to adopt inclusive perspectives, attitudes and behaviors to drive inclusion and belonging in the ongoing development and maintenance of an inclusive campus community. Demonstrates a strong commitment to a servant leadership model focusing on the growth and development of the team to successfully fulfill shared goals. Understands the big picture and handles areas of responsibility in a manner consistent with the School’s mission and values. Offers assistance within the office especially during busy times. Relates to the Collegiate community including faculty, staff, students, parents and applicants in a cooperative manner. Meets deadlines, demonstrates effective use of time and handles multiple assignments simultaneously. Understands the need for growth and is receptive to constructive feedback. Maintains confidentiality at all times. Benefits
Excellent professional development opportunities for faculty and staff Collaborative working environment A rich employee benefits package (which includes free lunch!) Opportunities for growth and leadership An environment that fosters creative and innovative instruction The School is committed to a policy of non-discrimination and equal opportunity for all employees and qualified applicants without regard to race, color, gender (including pregnancy), age, religion, national origin, ancestry, sexual orientation, disability, veteran or military status, marital status, genetic information, or any other status protected by applicable law. Employment decisions at the School are based on merit, qualifications and skills.
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Coordinates and executes Development Office events in collaboration with the Alumni Engagement director, such as Homecoming, Reunion Weekend, regional reunions, cocktail parties, lectures and panels. Serves as primary lead and point person for all Development Office events, including Leadership Giving/Donor Party, Auction, Helen Baker Society, Student Endowment Presentation, Former Trustees and Former Faculty & Staff, Athletic and Arts Hall of Fame, donor and parent gatherings. Develops and maintains event planning timelines and checklists. Aspects for event planning include, but not limited to, scheduling, communications, budgeting, event materials, briefings, nametags, follow up communications and notes, and gifts/favors. Supports and provides counsel on school-wide events such as graduation/moving up ceremonies, admission open houses, college counseling fairs, new parent engagement, Grandparents Day, and other high touch school events. Coordinates with outside vendors to secure contracts, menus, audio/visual equipment, and confirm any other event-related details. Ensures events are coded and all attendees are recorded in Raiser’s Edge. Ensures event information is accurately maintained on the school website and appropriate school calendars. Following events, tracks event attendees to monitor their engagement and support of the School and facilitates follow up with appropriate staff. Monitors impact of events and makes recommendations to improve efficiencies and effectiveness of event operations. Facilitates post-event feedback sessions to collect feedback. Cross Functional Collaboration
Collaborates with the Chief Development Officer to identify upcoming opportunities, trends, networking and new approaches for enhancing the events program and stewardship of alumni, parents and friends. Partners with internal departments and divisions in relation to events, including Head of School, Facilities, Division Heads, College Counseling, Admission, Aux. Services, Athletics, Performing Arts, Responsible Citizenship, and others as appropriate. Other Duties
Other duties and special projects as assigned by the Chief Development Officer and Head of School. Qualifications and Competencies
Bachelor’s Degree Ability to work early morning, evening and weekends as dictated by school and event calendar. Minimum of 3 years special events experience with a preference for managing high-level signature events in a school/University setting Proficiently uses Microsoft Excel, PowerPoint, Word, Google Sheets, Give Smart Strong written and oral communication skills; strong interpersonal skills; high level of attention to detail Experience and training in Blackbaud Raiser’s Edge preferred. Collaborative team player, in Development Office and across the School Core Values and Mission Commitment
HONOR
Personal integrity and devotion to the truth, which make one trustworthy, forthright, responsible and fair. LOVE OF LEARNING
A creative spirit that promotes intellectual and personal growth through exploration, inquiry and openness to change. EXCELLENCE
A sustained commitment to meeting high standards of character, achievement and personal accountability. RESPECT
Fundamental regard for the dignity and worth of each individual. COMMUNITY
A commitment to responsive and compassionate citizenship and service on campus, in the local community and in the broader world. Excellent communication skills with the ability to communicate the School’s shared purpose; builds trust among colleagues; is accountable; lives up to commitments. Proven cross cultural competency skills demonstrating self awareness, awareness of others and the ability to adopt inclusive perspectives, attitudes and behaviors to drive inclusion and belonging in the ongoing development and maintenance of an inclusive campus community. Demonstrates a strong commitment to a servant leadership model focusing on the growth and development of the team to successfully fulfill shared goals. Understands the big picture and handles areas of responsibility in a manner consistent with the School’s mission and values. Offers assistance within the office especially during busy times. Relates to the Collegiate community including faculty, staff, students, parents and applicants in a cooperative manner. Meets deadlines, demonstrates effective use of time and handles multiple assignments simultaneously. Understands the need for growth and is receptive to constructive feedback. Maintains confidentiality at all times. Benefits
Excellent professional development opportunities for faculty and staff Collaborative working environment A rich employee benefits package (which includes free lunch!) Opportunities for growth and leadership An environment that fosters creative and innovative instruction The School is committed to a policy of non-discrimination and equal opportunity for all employees and qualified applicants without regard to race, color, gender (including pregnancy), age, religion, national origin, ancestry, sexual orientation, disability, veteran or military status, marital status, genetic information, or any other status protected by applicable law. Employment decisions at the School are based on merit, qualifications and skills.
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