Special Events Manager

Collegiate School seeks a Special Events Manager. The Special Events 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 will proactively assist with the management of the events calendar and 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 is a full-time benefitted position, working in office and reports to the Chief Development Officer. To be considered, please attach a cover letter and resume to your application.

General Responsibilities include:

• Special Events
  • 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
  • Responsible for donor stewardship including plaques, birthday cards to donors/volunteers, condolence cards/gifts for community members, Thanksgiving cards, and ordering stationery and supplies.
  • Creates mailing lists and RSVP lists using Raiser’s Edge database.
  • Answers general development office phone and Greets development office visitors and facilitates connections with office colleagues.
  • Other duties as assigned.

Successful candidates will possess the following qualifications and competencies:

• Ability to work early morning, evening and weekends as dictated by school and event calendar.
• Bachelor’s Degree
• 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 and 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.
• High attention to detail and ability to work in fast paced environment
• Project Management/Takes Imitative/Organized
• Collaborative Team Player, in Development Office and across the School
• Adaptability/Flexibility

Required Competencies:

• 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.

It is critical that candidates demonstrate a commitment to the School’s Core Values and Mission

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.

Who we are

Collegiate School is a co-educational, independent day school located in Henrico County, within 20 minutes of downtown Richmond, Virginia, for students in Junior Kindergarten through 12th grade. For more than 100 years, Collegiate has nurtured inquisitive thinkers, responsible citizens, and compassionate leaders. Grounded in the values that have sustained it over the course of more than a century, Collegiate provides its nearly 1,700 students with an engaging academic environment dedicated to preparing them for a globally connected and changing world.

The essence of Collegiate School is the richness of relationships among students, faculty, parents, administrators, and alumni in a dynamic learning community with high personal and academic expectations. This exceptional educational environment enables students to develop their potential for intellectual growth, leadership, and service.

Why Collegiate?

Collegiate School is well-regarded for developing students into citizens who lead, serve and shape the world. We do so with the help of a caring faculty and staff who also have opportunities to lead, serve and shape the world, through the young lives they touch.

Below are just a few examples of some of the great advantages of working at Collegiate:

• 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, pregnancy or related pregnancy condition, childbirth or related medical conditions including lactation, age, religion, national origin, ancestry, sexual orientation, gender identity, disability, veteran or military status, marital status, genetic information, traits historically associated with race, including hair texture, hair type, and protective hairstyles such as braids, locks and twists, or any other status protected by applicable law. Employment decisions at the School are based on merit, qualifications, and skills.