The Advancement Events Coordinator is responsible for the planning and execution of a variety of fundraising and community building events throughout the school year including, but not limited to, stewardship and recognition events, parent association (BSPA) events, BRAVA arts fundraisers, annual book fair, father/daughter dance, and Halloween social, etc. This position also serves as the primary support staff member for the largest fundraising event of the year, the Annual Gala and Auction. As a key member of the advancement team, the Advancement Events Coordinator will also support on-campus alumnae events, such as Homecoming and Reunion Weekend, as needed. The Coordinator will work collaboratively with parent volunteers, department colleagues and other community members. Attendance at evening and weekend events, including assistance with event set up and break down, will be required. This is a full-time 10-month academic-year position.
Essential Duties and Responsibilities:
Assist with event material preparation including name tags, attendee list, seating plan, event agenda, and correspondence with attendees.
Coordinate menu selection with Meetings and Events.
Track and collect RSVPS.
Coordinate research for event briefings and distribute to staff.
Staff events and assist with guest registration.
Coordinate student group performances at receptions.
Manage post-event including data entry including emails and thank you correspondence.
Assist with event analysis and presentations.
Provide all applicable information to Head of School; add events to calendar and provide all necessary information prior to events.
Work with marketing and designers on invitations and other materials related to events.
Annual Gala & Auction
Coordinate auction item donations, procurement, and follow-up.
Monitor gift tracking and reconciliation.
Assist with data input into One Cause auction software, including entering item descriptions and packages, photos, and table guests and host information.
Coordinate auction and registration setup.
Assist with content and proofreading of Gala website and materials.
Provide general support for operational activities as needed.
Bachelor’s degree required
Strong commitment to the Baldwin School mission and full support of single-sex education
Minimum of 1-3 years of relevant event planning/fundraising experience preferably within an educational or non-profit setting
Solid relationship-building skills to promote effective work relationships with colleagues and Baldwin School constituents
Self-motivated to implement new procedures and ideas
Excellent organizational, communication and planning skills for balancing multiple projects and responsibilities simultaneously
Familiarity with Raiser’s Edge databases a plus
Proficiency in Microsoft Word and Excel with mail merge experience
Ability to work nights and weekends as needed
About Baldwin School
The Baldwin School founded in 1888, is a non-sectarian college preparatory, independent day school, pK-12, dedicated to a tradition of excellence in the education of girls. In a nurturing atmosphere, where the population reflects socioeconomic, ethnic and religious diversity, our girls strive to develop scholarship, leadership and citizenship within a community that emphasizes intellectual rigor, ethical integrity, and independence of thought. More information is available on our website at www.baldwinschool.org.