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:

All Events

• 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.