Job Summary
The Community Events Manager, reporting to the Chief of Staff, 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 external partners, the Community 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.
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 manage 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 & Volunteer Management:
- 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.
- In partnership with the Advancement office, promote volunteerism and philanthropy at the school.
- Using the school’s volunteer management system, recruit, train, and coordinate volunteers for certain events.
- Foster teamwork among volunteers to ensure smooth event operations.
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 Microsoft Office Suite, VOMO - volunteer management software, and event management software.
- Creativity, resourcefulness, and a passion for creating vibrant and inclusive communities.
- Knowledge and understanding of school goals and 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.
- 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