Director of Special Events
About The Position
The Chapin School, an independent K-12 day school for girls located in New York City, seeks an experienced, collaborative and organized development professional to serve as the Director of Special Events in the Advancement Office. The Director of Special Events is an essential member of the Advancement leadership team and is the senior staff member responsible for all events related to the Advancement Office and various Chapin constituencies, including alumnae, current and past parents, donors and the Board of Trustees. The position reports to the Director of Advancement and also works closely with members of the Communication team. The Director works to make each activity cost effective, productive and successful in purpose and helps evaluate the results. Major events the role is responsible for include Alumnae events, including the annual two-day Reunion, stewardship events, campaign receptions and dinners, new parent and grandparent events, and trustee gatherings.
Requirements
- Bachelor’s Degree
- 5 - 7 years of experience in event planning for a fundraising office in an education or non-profit setting
- A strong communicator with excellent verbal and written communication skills
- Ability to multi-task and prioritize a variety of projects
- Proficiency in Excel, PowerPoint, Mac operating systems, and Google Docs
- Available for evening events and for occasional weekend events
Nice To Haves
- Proficiency in Blackbaud Raiser’s Edge NXT
- Comfort with multiple software systems
- Flexible and adaptable approach to working with multiple team members' styles
- A collaborative colleague dedicated to working as a member of a team
Responsibilities
- Prepare and maintain an annual schedule of events for the Advancement department
- Coordinate with appropriate departments, such as Head of School’s office, Plant and Food Services for each event
- Create timelines for each event and oversee the Advancement event listings on the website calendar
- Responsible for event invitations including creation invitation lists and materials, mailings and reminders, in conjunction with Communications team when appropriate
- Track RSVPs and maintain Raiser's Edge events module, keeping information current and accurate
- Organize volunteers to assist at events
- Manage budgets for each event and maintain events budget line in the general ledger
- Attend and troubleshoot issues as they arise at each event
- Analyze event data for strategic planning
- Plan meetings and phonathons in support of Annual Giving
- Provide support in creation and execution of campaign events and materials
- Work with Director of Advancement on various Board committees – create materials, conduct constituent research, prep set ups and take meeting notes
- Research and visit off-site venues and brainstorm partnerships
- Support Commencement and work with various departments at the School
- Research venues and negotiate necessary contracts for Large-Scale Benefit Celebrations
- Create and adhere to budget for Large-Scale Benefit Celebrations
- Manage volunteer committees and maintain timeline and deadlines for Large-Scale Benefit Celebrations
- Serve as main point person for all vendors for Large-Scale Benefit Celebrations
- Oversee ticketing sales, seating and all other event details for Large-Scale Benefit Celebrations
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What This Job Offers
Job Type
Full-time
Career Level
Director
