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Come join our mission-driven team and spend your day working on and walking throughout a beautiful 34-acre campus filled with the contagious energy of delighted families and students.
In support of engaging parent and alumni volunteers and recognizing the positive impact on fundraising of well-run special Events, The Park School of Buffalo seeks an experienced, take charge professional with the ability to manage administration, logistics, and volunteer involvement in support of a busy special events environment. The Events Coordinator is part of the Development Team, reporting to the Director of Development and working closely with all faculty, staff, and administrators.
The Events Coordinator should have a love for event management, providing outstanding customer service, and be able to build relationships with internal and external friends of the School. In addition, the Events Coordinator must be able to anticipate project needs, discern work priorities, and meet deadlines.
They will be responsible for two key annual events along with other smaller-scale events throughout the year. Additionally, the Events Coordinator will be the liaison to Park’s Alumni Association.
Roles and Responsibilities
The Events Coordinator must be highly organized and comfortable working autonomously and sees a task or project through from beginning to end while staying within budget and on deadline. The Events Coordinator is expected to have impeccable communication skills, both written and verbal. They will have the opportunity to showcase these skills via correspondence with alumni, volunteers, donors, parents, vendors, and their colleagues.
Responsibilities for all Events
- Develop and implement event plans, and work back schedules to allow for smooth, well-coordinated execution of events
- Encourage volunteer involvement from parents, alumni, faculty/staff and other friends of the School
- Coordinate with other employees regarding their involvement in various events allowing for adequate lead time
- Manage and control event expenditures within agreed budgets and track event finances including check requests, invoicing, and reporting
Auction (early March)
- Serve as lead staff person for the school’s largest fundraising event.
- Work with volunteer leaders to establish theme, recruit committee chairs (Acquisitions, Ads-Sponsorships, Set-up & Clean-up, Online presence), and committee members
- Coordinate other volunteers including faculty, staff, parents, and students
- Oversee ads/sponsorships committee
- Plan and coordinate Gift Gathering events
- Manage solicitation of previous donors and identify and solicit new donors
- Coordinate communications – invitations, catalog design, web messaging
- Prepare catalog ads, item descriptions, committee listings, and manage printing
- Input and track pertinent event details in Auction Maestro software (e.g. items, donors, correspondence, reports, bids, post auction input
- Prepare invoices for all necessary individuals or organizations
- Send thank you letters to all necessary individuals or organizations
- Handle vendor management
- Coordinate support from maintenance staff for set-up, tear-down, and storage of event paraphernalia
- The bulk of planning for this event happens Oct-Feb with the event held in early March
- Manage all event details – catering, set-up, takedown, decorations, audio-visual
- Build relationships with class agents and special reunion classes to help plan reunion weekend
- Work with Annual Fund Coordinator to establish Reunion class gifts
- Develop, schedule, and manage communications (electronic, hard copy)
- Process registrations and responses for welcome reception
- Coordinate post-event activities – thank you letters to volunteers, invoicing, photography
- Plan offsite social events, approximately 4 per year
- Organize annual on campus sporting events – soccer game, basketball game, etc.
- Work with Alumni Association leadership to schedule, coordinate, and communicate meetings and events
Other Annual Events
- Golf outing (summer)
- Board of Visitors events (October and May)
- Thanksgiving Feast
- School assemblies
- Country Fair
- And other LS, MS, US or school-wide events
- 2-4 years’ experience in event planning
- Excellent communication skills, including writing, proofreading, and speaking. They will have the opportunity to showcase these skills via correspondence and daily face-to-face and phone interactions with alumni, parents, colleagues, vendors, and others.
- Experience in education, non-profit, or similar environments
- Proficient with MSOffice, mail merges, cloud-based database system, Google products
- Experience with eNewsletter communication programs such as MyEmma or Constant Contact for communicating about and promoting events
- Must be able to multi-task, prioritize, and maintain a positive attitude during times of stress
- Willingness to take ownership of tasks, projects, commitments
- Willingness to build relationships with team and other departments
- Excellent project management and organization skills to ensure follow-thru and follow-up
- Enjoys working in a fast-paced, mission-driven environment
- Familiar with Auction Maestro or other fundraising or major events software
- Follow through
- Customer focus
- Decision making
- Attention to detail
- Setting priorities
- Stress Tolerance
- Political Savvy
- Physical demands
- Able to walk throughout 34 acre campus
- Able to lift and carry up to 25 lbs.
- Able to work occasional evenings, approximately 1-2 times a month
- Able to work extended hours in Jan & Feb leading up to Auction
- Bachelor’s degree or equivalent experience
The Park School of Buffalo engages the whole student in a diverse and creative community that nurtures the joy and responsibility of active learning in all, from our youngest learners to our graduates, who leave with the skills essential to college success and the confidence to serve and lead.
The Park School is an equal opportunity employer and welcomes applications from all qualified professionals regardless of race, color, creed, national origin, ancestry, gender, marital status, disability, religious or political affiliation, age, or sexual orientation.