As part of the Communications and Marketing team, within the Advancement Department, the Manager of Special Events at Germantown Friends School serves as a project lead for internal and external events across all divisions, with a focus on the following: Admissions; Diversity, Equity, and Inclusion; school opening and closing celebrations; school-wide speaker programs; faculty-and-staff events, and community-engagement programming. The Manager of Special Events leads site research, logistics coordination, budget and timeline development, list development and tracking, volunteer management, digital and print invitation coordination, and giveaway production. The Manager will work closely with marketing colleagues to identify themes and event strategies, create communications plans and implement multimedia strategies, and will share responsibility in email creation and brand management.
While the Manager will not project-lead development events, as a member of the Advancement team, they will participate in and support large-scale programs, such as Alumni Weekend, anniversary celebrations, and community-wide presentations.
Specific duties include: ? Responsible for leadership, management, and execution of internal and external events, creating thoughtful, engaging opportunities for parents, students, prospective families, faculty/staff, volunteers, and friends to understand the GFS experience and develop a sense of community.
Work closely with Communications and Marketing Director to ensure timelines, roles, responsibilities are clear for each event.
Coordination with school IT Dept and Maintenance teams, volunteers, internal stakeholders, and external partners.
Calendaring staff across executive and school offices.
Ensure all events feature an event timeline, clear project plans with assigned roles and responsibilities, technology plans, and budgets.
Confirm that all events are successfully closed out with final budgets, documented attendance, expenses documented/submitted, lessons learned documented, follow-up coordinated across teams to maximize outcomes.
Manage vendors, contracts, equipment rentals, etc.
Use database systems to develop efficient invitation forms and identify outside programs for ticketing as needed.
Specific events include, but are not limited to:
Admissions (approximately 60% of the position is dedicated to Admissions work)
Admissions Fall and Spring Open Houses
Large Admissions Yield Events (2-3 events for accepted families and students)
Neighborhood marketing events (2-3 per year)
5-7 smaller Admissions events
Opening of School and Graduation and Move-Up Ceremonies (15-20%):
Coordination of decorations and banners related to the opening of school in the fall (design and printing in coordination with other Communications team members)
Coordination with divisions to plan graduation and move-up ceremonies
Coordination of site and logistics, contracts, tickets, and print materials (with support from divisions)
Identification of faculty/staff giveaways, meetings, and events
Other events include:
DEI speakers, student and family programming (including Heritage month events and Diversity Dialogue Day/Unity Day)
MLK Day and community engagement events
Holiday concerts and music events
Theatre and art events
Friends Free Library events
PA/MPA/LGPFA event support
Breakthrough of Greater Philadelphia event support
Other events as identified throughout the year
Qualifications: The successful candidate will demonstrate the ability to: think strategically and creatively; operate in an organized manner and project manage complex programs; manage situations diplomatically; and handle information confidentially. Specific qualifications include:
3-5 years of event or project management experience
Volunteer recruitment and management experience
Ability to learn and work with various software programs, including Finalsite, Veracross, and Basecamp (training will be provided)
Passion for education and diversity, equity, and inclusion; openness to learn and attend professional development programs
This position demands flexibility and a positive attitude. Must be able to work occasional evenings and weekends.
Knowledge of the Google product suite required; Adobe program experience a plus
This is a full-time position with occasional evening and weekend work necessary. FLSA: Full-time, exempt, 12 months
Interested candidates should send a cover letter, resume, and three references to email@example.com. Please include “Manager of Special Events” in the subject line.
Germantown Friends School is a Quaker, independent, co-educational day school, serving early childhood -12th grade. Located in northwest Philadelphia, the school is home to a vibrant intellectual community, located in a historic neighborhood, serving a diverse school community, with a robust educational program that is grounded in Quaker principles. For more information about the school, visitwww.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. For more information about the school, please visit our website atwww.germantownfriends.org.
About Germantown Friends School
Germantown Friends School is a Quaker, independent, co-educational day school, serving early childhood through 12th grade. Located in northwest Philadelphia, the school is home to a vibrant intellectual community, located in a historic neighborhood, serving a diverse school community, with a robust educational program that is grounded in Quaker principles. For more information about the school, visit www.germantownfriends.org