Event Coordination Specialist

2 weeks ago

Dallas, Texas, United States St. Philip's School and Community Center Full time
Job Overview

Position Title: Special Events Manager

Department: Philanthropy

Classification: Exempt Salaried

Reports to: Chief Philanthropy Officer

Position Summary:

The Special Events Manager is primarily accountable for orchestrating the logistics of philanthropic initiatives and various community events throughout the academic year.

Qualifications & Experience Required:

  • Bachelor's Degree
  • A minimum of 3 years of experience in event management within a nonprofit setting
  • Proficient in Microsoft Office and advanced computer skills
  • Strong verbal and written communication skills with diverse stakeholders in an educational environment
  • Ability to manage multiple tasks in a dynamic setting while adhering to deadlines
  • Demonstrated project management capabilities with meticulous attention to detail
  • Capacity to follow written and verbal instructions effectively
  • Skill in identifying individuals needing immediate support and responding appropriately

Key Responsibilities:

Manage the comprehensive logistics for special events, including venue selection, catering, rentals, contractors, decorations, and audiovisual requirements.

  • Develop a list of responsibilities, recruit, and oversee volunteers assisting in event execution.
  • Maintain mailing lists for save-the-date notifications, sponsorship packets, invitations, and collaborate with the Chief Philanthropy Officer to create post-event thank-you communications.
  • Oversee the design, printing, and distribution of event materials.
  • Update event management spreadsheets on a daily basis.
  • Coordinate volunteer recruitment and their assigned roles for events.
  • Facilitate special event committee meetings, document discussions, and generate follow-up action reports.
  • In partnership with the Headmaster, Chief Philanthropy Officer, and event volunteer leaders, manage the procurement of gifts for speakers, chairs, and hosts.
  • Collaborate with Marketing & Communications and external agencies to develop promotional materials for each event.
  • Provide regular updates on event status.
  • Special events may include various luncheons, community gatherings, and seasonal celebrations.
  • Other responsibilities as assigned.

Desired Interpersonal Skills:

  • Effective communication with all stakeholders in an educational context, both verbal and written.
  • Ability to juggle multiple tasks in a fast-paced environment while meeting deadlines.
  • Strong project management skills with a keen eye for detail and organization.
  • Ability to apply common sense and understanding in executing instructions.
  • Skill in recognizing individuals who may require immediate assistance and responding accordingly.

Work Environment and Physical Requirements:

The physical demands of this role include the ability to sit, walk, and stand for extended periods. The individual must demonstrate manual dexterity, hear and comprehend speech at normal levels, and communicate clearly.

The work environment involves attending events both on and off campus, which may include evening and weekend activities. Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions.

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