Job Duration: 12 month

Minimum Education: Bachelor's Degree

Minimum Experience: 1-3 years

JOB TITLE:        Special Events Manager

DEPARTMENT:   Office for Institutional Advancement

REPORTS TO:     Director of Development

FLSA STATUS:        12 months, Exempt, Salaried

POSITION SUMMARY

Marist School is an independent, Catholic day school that seeks to develop the whole person in the image of Christ. Marist’s mission is advanced through the communal pursuit of excellence in academic, religious, extracurricular, leadership, and service programs. Marist enrolls approximately 1,100 students in grades 7-12.

The Office for Institutional Advancement (OIA), which consists of Development, Alumni Engagement, Communications, and Advancement Services, promotes philanthropy to advance the mission and priorities of Marist School. The OIA is seeking a highly organized, detail-oriented Special Events Manager to join its team. The Special Events Manager is responsible for event planning, management, and execution. As part of the events process, they will also interact with members of the Marist School community across all constituencies and maintain relationships with campus partners and external vendors who provide event services. The ideal candidate has a bachelor’s degree and a minimum of 3-5 years of experience, preferably in events or communications at an educational institution or non-profit organization.

RESPONSIBILITIES

  • Plan, manage and execute assigned strategic advancement special events and projects, including solicitation, stewardship, campaign, alumni, and school-related events.
  • Plan, manage and execute internal events for the Office for Institutional Advancement, including retreats and staff team-building activities, celebrations, and service projects.
  • Prepare OIA Leadership Team and school leadership for events and meetings including, but not limited to, providing briefing packets (schedule, directions, attendee lists, prospective and current donor information, talking points, etc.); drafting agendas; and preparing handouts and other event materials as needed. Collaborate with Advancement Executive Assistant and Alumni Engagement Coordinator as needed.
  • Ensure smooth event management by maintaining effective relationships and communications with internal and external partners, including school leadership.
  • Provide event consultation support to parent organizations through the Fundraising Steering Committee.
  • Build new relationships and continue to strengthen existing relationships with internal and external vendors. Vendor management includes but is not limited to event consultants, catering, venue, promotional items, décor, audiovisual, tent, and furniture rental.
  • Provide standard event support, including but not limited to:
    • Overseeing and accounting for all details related to assigned special events including but not limited to mailing lists, collateral materials, registration management, volunteer coordination, seating arrangements, room set up, coordination of catering, linens, floral, furniture rental, and other décor, audiovisual, coordination of speaker travel arrangements as needed, program agenda and scripts, gifts and mementos, expenses, and honorarium.
    • Managing the purchasing and inventory of supplies for assigned special events.
    • Coordinating logistical arrangements for special events.
    • Developing and managing timeline and program agenda for all special events.
    • Preparing and maintaining event budgets, multi-year spending analysis, post-event invoicing, and final bill reconciliation.
    • Managing contract negotiations with selected vendors.
    • Communicating relevant constituent information to the Advancement Services team as appropriate.
    • Coordinating and liaising with the Communications team on print and electronic items for assigned events including, but not limited to, save-the-dates, invitations, programs, prayer cards, menu cards, push pages, landing pages, and social media plans.
    • Coordinating with the campus Director of Facilities to complete facility request forms to guarantee proper set-up and breakdown for events.
    • Working with the Calendar Coordinator to schedule campus events for the school year.
    • Ensuring special event information is accurately maintained on the OIA calendar, Marist School calendar, and other calendars as appropriate.
    • Consistently monitoring the impact of OIA events and making recommendations to improve efficiencies and effectiveness of event operations. Facilitate post-event debrief sessions on a regular basis to collect feedback from OIA team and conduct an annual event analysis to confirm areas of success and to identify trends as well as opportunities for improvement.
  • Cultivate a professional network of colleagues at other institutions to serve as a resource for new ideas.
  • Other special projects and duties as assigned.

EXPERIENCE AND QUALIFICATIONS

  • Bachelor’s degree required.
  • 3-5 years of experience in a fast-paced environment, preferably in events or communications at an educational institution or non-profit organization.
  • Demonstrated success in planning and implementing special events and meetings.
  • Excellent project management, organizational, and time management skills with the ability to manage multiple deadlines and projects simultaneously.
  • Strong oral, written, telephone, and e-mail communication skills; ability to communicate effectively with a variety of constituents.
  • Ability to remain poised and creatively problem solve under pressure.
  • Ability to take initiative to meet deadlines in a time-sensitive and fluid environment with strong attention to detail and accuracy.
  • Excellent interpersonal skills with the ability to work independently and as part of a team.
  • Ability to build collaborative relationships with colleagues, constituents, and vendors in order to foster effective, reciprocal communications and promote a collegial environment.
  • Ability to navigate change and manage challenges in a positive and professional manner.
  • Ability to maintain confidentiality when dealing with proprietary information and sensitive situations.
  • Flexibility to work evening and weekend hours as needed and to adjust to peak periods in the workflow.
  • Highly proficient in Microsoft Office, including Word, Excel, and Outlook; experience with Raiser’s Edge software preferred.
  • Commitment to the mission of Marist School.
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