Advancement Office Manager & Events Coordinator

The Advancement Office Manager and Events Coordinator will assist in coordinating advancement/alumni/parent events, as well as office activities and operations. The position provides critical administrative and project support to the Office of Advancement. This position provides highly sensitive support to the Director of Advancement and requires the exercise of independent judgment, as well as technical knowledge of the specific area of assignment and the overall Academy and community activities. S/He must be able to work independently, manage multiple responsibilities, and possess the ability to work under stress to meet competing deadlines. The Advancement Office Manager and Events Coordinator manages, implements, and is responsible for planning and executing all Advancement Office events, including, but not limited to, Fall Family Weekend, Winter Family Weekend, Reunion, and the Golf Tournament. Additionally, the Advancement Office Manager and Events Coordinator will provide administrative support to the Director of Advancement and other members of the Advancement team.

MAJOR RESPONSIBILITIES

• Assists with the coordination of activities throughout the Advancement Office to ensure efficiency, effective planning, and compliance with school policies.
• Manage agendas, travel plans, and appointments for the Director of Advancement and other team members. Assists staff with their assigned duties, prepares agendas, coordinates meetings, makes travel arrangements, and maintains calendars for Advancement team members.
• Maintains records, documentation, and files, ensuring accuracy and confidentiality.
• Monitors Advancement Office operating budget; prepares purchase orders and expense reports; coordinates billing invoices.
• Perform other general administrative duties, including ordering supplies, maintaining an organized office, overseeing office equipment, etc.
• In consultation with colleagues, devises an invitation to all Advancement-sponsored events, including regional events, parent events, and Reunion.
• Develops comprehensive planning timetables and procedural guidelines for all aspects of events.
• Work with colleagues to establish an annual calendar of events. (Determine event purpose, location, theme, and host in conjunction with the Director of Advancement)
• Adhering to a budget, managing event finances, including check requests, invoicing, and reporting.
• Work with colleagues and key external constituents regarding their participation in and/or attendance at events and coordinate schedules accordingly.
• Identify event venues, negotiate space contracts, and book event space.
• Manage staffing for all events, ensuring adequate volunteer and staff coverage.

EDUCATION AND WORK EXPERIENCE

• Bachelor's degree or equivalent, combined with education and work experience.
• Must be multi-task oriented with strong interpersonal, organizational, and communication skills.
• The ability to manage detail, manage multiple projects, meet deadlines, and work with frequent interruptions.
• Ability to work well with coworkers, volunteers, and constituencies, including alumni, parents, grandparents, faculty, and friends of the Academy.
• Excellent oral and written communication skills.
• Keen analytical skills and a detail-oriented work style.
• Proficiency with Microsoft Office software, Google Suite, and experience with Raiser's Edge database preferred.

PHYSICAL REQUIREMENTS

• Occasionally lifts up to 20 pounds.
• Generally, works in standard office conditions and climate.
• Works in a moderately stressful environment, dealing with a wide variety of challenges and deadlines, and a varied and diverse array of contacts.
• May work at a desk and computer for extended periods of time.
• Ability to see, hear, and speak clearly to interact with students, parents, and groups of individuals.

Ability to attend off-site functions that may require travel by employee-owned vehicle.