Advancement Event & Volunteer Manager

Title: Advancement Events & Volunteer Engagement Manager

Department: Advancement

Supervised By: Associate Director of Advancement

Supervises: N/A

FLSA Status: Exempt

Salary Range: $85,000 - $95,000

Oakwood School is a K-12 coeducational day school in North Hollywood, California, that opened its doors in 1951. The school has remained faithful to its original mission ever since: to create a diverse educational environment where young people are partners with the adults who teach them and learn from them; where the best means of preparing students for the future is to immerse them in the present; where a healthy learning environment requires joy and humor as well as rigorous intensity; and where students’ intellectual and aesthetic depth – along with their capacity for empathy and moral courage – emerge out of authentic engagement with their teachers, one another, and the world around them.

DESCRIPTION

Oakwood School seeks a creative, collaborative, and detail-oriented Advancement Events & Volunteer Engagement Manager to join its Advancement Team. This position plays a vital role in advancing the school’s fundraising, donor, and volunteer engagement, and community-building goals through the thoughtful planning, coordination, and execution of a robust, year-round calendar of mission-aligned events and volunteer-driven initiatives.

Working in close partnership with the Associate Director of Advancement, the broader Advancement team, administration, faculty and staff, the Parent and Guardian Organization (PGO), trustees, alumni, Grandparent volunteers, and other community partners and vendors, this position helps bring Oakwood’s mission to life by planning and executing events and engagement opportunities from start to finish that reflect the school’s Statement of Philosophy and commitment to community.

The Events & Volunteer Engagement Manager cultivates and stewards meaningful relationships across all constituent groups — including current and new families, alumni, grandparents, trustees, and friends of the school — and proactively recruits, trains, and manages volunteers who support donor cultivation, solicitation, event logistics, and community-building efforts.

In alignment with Oakwood’s Statement of Philosophy and commitment to diversity, equity, inclusion, and belonging (DEIB), the Advancement Events and Volunteer Engagement Manager ensure that all events and engagement practices celebrate community, honor diverse identities, and foster a sense of belonging for every member of the Oakwood community.

REQUIREMENTS

• Bachelor’s degree required; minimum 3–5 years of experience in event planning, with additional experience in volunteer management, community engagement, or Advancement preferred.
• Proven organizational skills with the highest degree of attention to detail and accuracy.
• Ability to independently prioritize and manage multiple projects in a fast-paced environment with a busy calendar of events.
• Strong written and verbal communication skills.
• Excellent interpersonal skills and professionalism with a commitment to discretion and the ability to work effectively with diverse stakeholders and colleagues.
• Demonstrated commitment to DEIB; experience fostering inclusive community practices and engaging across lines of difference.
• Proficiency with MS Office, G-Suite, and familiarity with Raiser’s Edge, GiveSmart, Finalsite, Veracross, Eventbrite (or similar fundraising, auction, and ticketing platforms), or Jotform is a plus.
• Flexible, resourceful, proactive, and collaborative team player with a can-do attitude.
• Availability to regularly work early mornings, evenings, and weekends as needed for events.

KEY RESPONSIBILITIES

Event Planning & Execution

• Plan, coordinate, and manage a comprehensive calendar of Advancement and community events, including Elementary and Secondary Campus Generations’ Days, Head of School Circle Evening, The Special Event (Oakwood Live), New Parent Cultivation events and activities, and other stewardship and cultivation opportunities
• Collaborate with administration, faculty, staff, and volunteer leadership to determine event date, purpose, location, format, target audience, key messages, budgets, staffing needs, VIPs, and logistics.
• Manage all aspects of event production: venues, catering, AV, rentals, RSVPs, nametags, merch, giftbags/takeaways, guest lists, websites, ticketing, databases, auction, on-site set-up, donor recognition, lighting, heating, decor, menus, facilities support/item packing and transport, run-of-show, day-of oversight, and post-event debriefing and follow-up.
• Serve as the primary point person at events to ensure smooth execution and a welcoming, inclusive guest experience that is mission-aligned.
• Coordinate with Marketing & Communications Department to develop and distribute event invitations, marketing materials, and post-event acknowledgments.
• Gather and analyze post-event feedback to improve future planning.
• Ensure events are accessible and welcoming, considering dietary needs, physical accessibility, inclusive language, and cultural relevance.

Fundraising & Auction Management

• • Work with Advancement staff and volunteers to solicit and steward sponsorship gifts of cash and in-kind auction item donations.
  • Manage auction logistics for live and online components: item tracking, donor acknowledgments, data entry, catalog and signage creation, and mobile bidding (GiveSmart, CharityBuzz).
  • Train and support auction committee volunteers or Advancement team on solicitation, database entry, and bidding processes.
  • Provide timely and professional customer service to donors, vendors, and attendees.

Volunteer Management & Community Engagement

• • Serve as the liaison to the PGO and Grandparent volunteers; attend meetings and help coordinate logistics, communications, and planning.
  • Support volunteers in developing community-building opportunities and matching skills/interests to appropriate roles.
  • Oversee the onboarding of PGO leadership and any necessary training; foster an inclusive culture where everyone feels welcome, valued for their contributions, and empowered to contribute.
  • Assist the Alumni Department with events as needed.

Project Management & Administration

• • Develop and maintain event budgets in alignment with Advancement goals and overall annual Advancement Department budget; manage invoice requests and expense reconciliation with the Business Office.
  • Build and maintain vendor relationships, including contracts, bidding, and payments.
  • Coordinate with Facilities, IT, Security, and other departments for event needs.
  • Maintain an up-to-date Advancement events calendar, communicate key dates to school leadership and Advancement Department, and participate in regular planning meetings to avoid conflicts.
  • Ensure brand identity and consistency across all promotional materials and swag orders.
  • Maintain accurate event records, participation data, and feedback in collaboration with the Advancement Services team.
  • Assist with writing, editing, and producing event materials, briefings, marketing and communications and formal remarks.

PHYSICAL DEMANDS

While performing the essential functions of this job, the incumbent must be able to do the following: stand for extended periods; sit for extended periods; bend and reach for filing and other job-related functions; climb up and down stairs; bend, stoop, and lift to move and retrieve materials; pull, push, and lift; reach both above and below shoulder height. Specific visual abilities include close vision, color vision, depth perception, and the ability to adjust focus. Must be able to visually inspect work. Manual dexterity to operate a computer and other office equipment is required.

The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made.