Advancement Events Coordinator

1 month ago

Houston, United States River Oaks Baptist School Full time

River Oaks Baptist School is seeking a dynamic and capable events coordinator to manage events, meetings, activities, and other initiatives driven by the school's Advancement Office. The Advancement Events Coordinator position reports to the Director of Development and works closely with all members of the development, admission, and communications teams.

A successful Advancement Events Coordinator prioritizes relationships with school constituents and is enthusiastic, flexible, detail-oriented, and professional. This role offers an exciting opportunity to work in a collaborative and supportive environment while gaining professional experience in fundraising, volunteer relations, project management, marketing, and data management principles.

Key Responsibilities:

Event Planning and Execution

  • Plan, organize, and execute a variety of events, including the School's biennial gala and auction, alumni gatherings, donor receptions, volunteer meetings, parent events, and recruitment events for prospective families.
  • Coordinate all aspects of event logistics, including catering, location, A/V capabilities, décor, signage, RSVP management, guest name tags, etc.
  • Manage event invitations-drafting content, overseeing graphic design and printing, developing mailing lists, and interfacing with associated vendors (mail house, printer, designer).
  • Coordinate gala auction, which includes maintenance of auction/bidding software to ensure a seamless and engaging user experience.
  • Collaborate with the communications team to distribute event information via school communication channels efficiently and strategically.
  • Assist with post-event follow-up, including sending event-related communications, processing donations, and updating donor records.
  • Maintain event budgets, ensuring expenses are within allocated resources.
Volunteer Management
  • Lead gala committees; recruit and assign gala volunteers.
  • Facilitate volunteer involvement in events, providing guidance and support to volunteers, ensuring they have the necessary resources and information to fulfill their roles effectively.
Development Assistance
  • Cultivate relationships with all ROBS constituencies: current and prospective parents, alumni, alumni parents, grandparents, and other donors.
  • Provide general administrative support to the fundraising office, including scheduling meetings, maintaining calendars, preparing meeting agendas and minutes, and coordinating mailings,
  • Support the database manager as needed to maintain accurate and up-to-date donor and prospect records in the fundraising database; this may include conducting prospect research, processing gifts, and initiating donor acknowledgments, among other requests.
Associated Responsibilities
  • Promote ROBS mission and values; articulate the ROBS value proposition.
  • Collaborate with colleagues on the development, admission and communications teams to contribute to the school's strategic goals.
  • Willingness to engage in continuous professional development.
  • Attend all team, school, and relevant department meetings.
  • Actively participate in Advancement Council.
  • Assist with carpool, lunch, and/or reception desk duty.
  • Be on campus from approximately 7:45 a.m. - 4:00 p.m. on school days, with flexibility to work evenings and weekends for event-related activities.
Education and Qualifications:
  • B.A. or B.S. degree required
  • Three years fundraising events experience
  • Proficiency in Raiser's Edge preferred
  • Proficiency in Microsoft Office products such as Word, Excel, and PowerPoint required
  • Strong organizational, oral, and written communication skills
  • Highest ethical and confidentiality standards
  • Positive team player
  • A vibrant Christian faith and a desire to work in a Christian environment
  • Successful completion of background checks and verification

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