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Events & Communications Coordinator

3 months ago

Bethesda, United States Rochambeau, The French International School of Washington DC Full time

Reports to the Marketing and Events Manager
- Location: Maplewood Campus / Classification: Non-CBA Exempt

Start Date: July 1, 2024

**THE SCHOOL**

Rochambeau, The French International School located in Bethesda, MD, provides a unique education combining the French curriculum with high-quality English instruction to around 1,200 students from ages 2 to 12th grade. Our diverse student body, representing over 80 nationalities, benefits from our strong emphasis on inclusion and equity, supported by our dedicated faculty and staff.

**THE POSITION**

The Events and Communications Coordinator is a pivotal role within our organization, tasked with supporting the development and execution of all event-related activities. Specifically, this position involves the tactical planning, organization, and management of external vendors and partners, ensuring seamless event execution while meticulously attending to every detail.

In addition to event logistics, this role assumes ownership of various tasks, anticipating questions, possibilities, and outcomes to proactively prepare and address potential challenges. Furthermore, the Events and Communications Coordinator plays a crucial role in event communications, providing content for our website, social media channels, newsletters, and marketing materials, ensuring consistent messaging and brand representation throughout the event lifecycle. Moreover, this role encompasses the management of our school boutique, overseeing stock, and inventory management, and occasionally engaging in sales activities at our mobile boutique.

Collaboration with the wider Communications and Events team is integral to success in this role, working closely with colleagues to leverage collective expertise and ensure synergy in event planning and execution. Additionally, this position reports to and receives guidance from the Marketing & Communications Manager, contributing to the overall strategic direction of our communications and events initiatives.

**EXAMPLES OF DUTIES AND RESPONSIBILITIES**:
These examples of duties and responsibilities are intended only as examples of the various job duties. The omission of specific duties does not exclude them from the position if the work is a similar, related, or logical assignment to the position. Faculty and staff positions are school-based and in-person.
- Planning and Execution: Develop, coordinate, and implement with the Manager a comprehensive annual events calendar aligned with the school's strategic objectives by the end of the first quarter, ensuring representation of key initiatives and milestones.
- Financial and Budget Management: Assist in the development of a detailed events department budget for the upcoming fiscal year, including quarterly forecasts and expense tracking mechanisms, to be finalized by the end of the current fiscal year.
- Stakeholder Engagement and Relationship Management: Expand the network of community partners and sponsors within the first half of the year, fostering mutually beneficial relationships to support event success and sustainability.
- Logistical Coordination and Event Planning: Develop and coordinate event timelines for all major school events by the end of the first quarter, ensuring key milestones are included.
- Data Analysis and Performance Reporting: Implement a standardized event performance reporting system, including key metrics and benchmarks, to be utilized for all events, with quarterly review meetings to analyze data and identify areas for improvement.
- Procurement Management and Cost Control: Reduce event supply costs by 10% by year-end through monthly tracking and implementation of cost-saving measures.
- Collaborative Partnership and Interdepartmental Coordination: Establish regular cross-departmental meetings to foster collaboration and alignment on event activities and initiatives, with at least two joint events planned and executed by mid-year.
- Information Management and CRM Utilization: Develop and maintain 100% accuracy in guest lists and registration records for each event by confirming data accuracy before events and conducting post-event data reviews..
- Volunteer Recruitment and Engagement Strategies: Recruit and retain active event volunteers by year-end, tracking engagement and implementing recruitment and retention strategies.
- Post-Event Evaluation and Feedback Collection: Coordinate event feedback collection within one week of each event, implementing a structured feedback collection process to provide valuable insights for event improvement.
- Visual Design and Brand Adherence: Create visual materials for all school events, ensuring adherence to brand guidelines and timely completion before scheduled dates.
- Risk Assessment and Contingency Planning: Develop a comprehensive event risk management plan, including identification of potential risks and mitigation strategies, to be reviewed and updated annually to ensure compliance and minimize liabilities.
- Attendance & Punc