Events Manager

Job Summary

The Events Manager, reporting to the Executive Assistant to the Heads of School and the Board of Trustees, is responsible for coordinating logistics for all school-wide events that include internal and external stakeholders, as well as community partners. Working collaboratively with stakeholders including senior leadership, school administrators, faculty, staff, parents, the WIS Parent Association, and our catering provider, the Events Manager plays a vital role in planning and executing events that engage the community, foster a sense of belonging, and advance the school's mission and core values. This is an 11-month position running from August through June.

Duties and Responsibilities

Event Planning and Execution:

• In partnership with event owners, conceptualize, plan, and execute diverse events such as staff and faculty events, fundraisers, alumni reunions, open houses, cultural events, and parent engagement activities. For many events, the work will be a collaborative effort with other departments such as the Annual Fundraiser for Financial Aid with the Advancement department, new parent receptions for the Admissions department, and academic celebrations with the divisional principals.
• Coordinate all event logistics through research and recommendations of venue selection, catering, décor, entertainment, and guest accommodations as needed.
• Develop and execute according to event timelines, budgets, and resource allocation plans with the event host.
• Conduct post-event evaluations and implement improvements for future events.
• Collect receipts and submit timely documentation to the Business Office for all invoice payments.
• Complete all administrative tasks on time including maintaining a working record of events procedures and logistics, submitting event request forms, and following up on missing information of event form submissions.
• Come prepared and regularly attend event planning meetings and inform the Facilities team on all pertinent upcoming event details.
• Consistently update current knowledge of industry best practices and seek new opportunities to update these practices throughout the year.

Stakeholder Engagement

• Liaise with faculty and staff to integrate school initiatives into event programming.
• Communicate effectively with parents, alumni, and community members to maximize event participation.
• Partner with various department directors to coordinate all events throughout the school year.
• Manage volunteers recruited to assist with events and foster teamwork among them to ensure smooth event operations.

Merchandise Management

• Working closely with the Director of Marketing and Communications, maintain supplies and order stock of school-branded merchandise.
• Maintain inventory and payment records.
• Attend events to sell merchandise.

Qualifications

• Bachelor's degree in Event Management, Hospitality Management, Marketing, Communications, Community Relations, or related field.
• Proven 5-7 years of experience in event planning and execution, preferably in a school or non-profit setting, with a focus on community or public events.
• Strong organizational skills with the ability to manage multiple projects simultaneously, prioritize effectively, and meet deadlines.
• Excellent communication and interpersonal skills, with the ability to engage diverse stakeholders and build positive relationships.
• Proficiency in project management tools, such as Google Workspace, event management software, and VOMO volunteer management software.
• Creativity, resourcefulness, and a passion for creating vibrant and inclusive events and communities.
• Understanding of school goals.
• Highly professional knowledge of meeting/event planning principles.
• Ability to work as part of a team to support school goals.
• Outstanding organizational skills, including scheduling, budgeting, and contractual negotiations.
• Self-motivated and capable of working independently.
• Availability to work outside regular hours for events.
• Ability to handle confidential information with sensitivity and accuracy.
• Willingness to learn and adapt to new software applications.

Working Conditions

This position will be required to fulfill the following in order to conduct and meet expectations. Such other duties may be assigned from time to time:

• Local travel within the community is required, necessitating driving and use of a car.
• Working outside of normal business hours, including evenings and weekends.
• Flexible and/or hybrid work schedule

Physical Requirements

To perform the duties of this job, the employee must have the ability to sit and stand for extended periods of time; exhibit manual dexterity to enter data into a computer; to see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal levels, outdoors and on the telephone; speak in audible tones so that others may understand clearly, outdoors and on the telephone; physical agility to lift up to 35 pounds; and to bend, stoop, climb stairs and reach overhead.

Direct Reports

None

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