The Manager of Special Events is responsible for designing events that further the school’s overall Advancement goals. The ideal candidate will approach events with creativity and a commitment to designing them to meet their objectives in meaningful way that reflect the spirit and culture of the school. This person will manage the administrative duties of 50+ events throughout the year. Events are organized for various audiences, including parents, prospective families, alumni, and our entire school community and range from 15-750 attendees. Reporting to the Director of Development, the Manager of Special Events will work with various constituencies inside and outside the school including Admissions; Communications and Marketing; Alumni Relations; Diversity, Equity, and Inclusion; The Friends Free Library; the Parents Association; Athletics, and our four divisions. The Manager of Special Events will manage events independently and will also provide support for events managed by different departments.
Responsibilities
- Enhance current annual events and identify opportunities for new programs that engage our constituencies, market our school, and celebrate the GFS experience
- Serve as lead in all pre-event, on-site event, and post-event tasks, including:
- Identify event goals and program needs
- Design the event experience
- Create and manage event timelines
- Support program development and speaker identification
- Develop room layouts and décor proposal
- Support the marketing and communication department in designing invitations, websites, video development
- Serve as event vendor liaison, arranging food and beverage
- Manage logistics and details - reserve audiovisual equipment and rooms; order signage, prepare name tags, order and track inventory of event and promotional materials, manage event contracts
- Lead on-site event coordination, post-event breakdown, and any necessary post-event follow up
- Updates database with event details including invitees, RSVPs, and actual attendance
- Prepare budgets and track event finances including check requests, invoicing, and reporting
- Propose new ideas to improve the event planning and implementation process
- Proactive in finding resources to help staff make decisions about event possibilities
Qualifications
- Minimum of 3 years related event experience
- Excellent computer skills and knowledge of Google Drive and Apps; and project management software (such as Wrike)
- Ability to work beyond traditional hours during events, including nights and weekends
- Organized, detail-oriented, and able to manage several projects concurrently
- Independent worker and thinker as well as a team player
- Ability to lift 20lbs and walk around campus to ensure event is being handled properly
- Bachelor’s degree required
- Valid driver’s license required
Application
Please send a cover letter, resume, and 2 examples of event work (event plans, collateral, websites) to resumes@germantownfriends.org
Germantown Friends School is an equal opportunity employer committed to diversity in its student body, faculty and staff. The school does not discriminate on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status or any other legally protected class status. People demonstrating a commitment to diversity and multiculturalism in education are encouraged to apply.
