Advancement & Events Coordinator

Position Summary The Coordinator of Advancement & Events keeps the engine of SAA's development program running smoothly so the Head of School can focus on what matters most: building relationships with the people who believe in gifted education and want to invest in its future. This role is for someone who is highly organized, genuinely warm, and energized by the details. You will plan and execute SAA's major events, maintain the school's donor records and communications, track the progress of donor relationships, and help create steady opportunities for the Head of School to connect with current and prospective supporters. You will capture notes from donor meetings, keep track of who is interested in what, and help the Head of School know when a relationship is ready to move forward. The ideal candidate does not need to be an experienced fundraiser. They need to be someone who cares deeply about people, stays on top of the details, communicates with warmth and clarity, and finds genuine satisfaction in making complex, relationship-centered work run without a hitch. Primary Responsibilities Event Planning & Execution SAA events are among the most visible expressions of the school's culture and community. The Coordinator owns every major event from first concept through final follow-up. Plan and execute all major school events, including fundraising events, performances, family gatherings, admissions events, donor appreciation events, alumni engagement opportunities, and community celebrations Manage all event logistics: timelines, vendor relationships, volunteer coordination, budget tracking, setup, day-of execution, and post-event follow-through Ensure every event feels welcoming, well-organized, and reflective of SAA's mission and culture Collaborate with faculty, staff, and parent volunteers to bring events to life Build systems and templates that make recurring events easier and more consistent year over year Use events intentionally as opportunities to strengthen donor and community relationships, coordinating with the Head of School on who to connect with and how Donor Tracking & Communications The Coordinator is the keeper of SAA's donor information. Accurate, current, and well-organized records make it possible for the Head of School to enter every conversation prepared and to follow through without anything falling through the cracks. Maintain donor records in the school's database, including contact information, giving history, communications history, and relationship notes Log notes and key takeaways from the Head of School's donor meetings and conversations, keeping records current after each interaction Track the status of each donor relationship, including interests, engagement level, and readiness for a gift conversation Send donor acknowledgment letters, thank-you communications, and stewardship correspondence in a timely and personal way Monitor donation activity and provide the Head of School with regular updates on giving progress, outstanding follow-up items, and relationship status Flag donors and prospects who may be ready for a deeper conversation or a specific ask, based on patterns in their engagement and giving Prospect Identification & Opportunity Creation One of the most valuable contributions this role makes is keeping the Head of School's calendar full of the right conversations. The Coordinator helps identify who in the SAA community has the capacity and inclination to give at higher levels and creates natural opportunities for meaningful connection. Maintain an organized list of current and prospective major donors, tracking capacity indicators, interests, and relationship warmth Research and identify families, alumni, grandparents, and community members who may have higher giving capacity and a genuine connection to the mission Help schedule and organize donor meetings, events, and touchpoints that keep relationships active and moving forward Suggest timely opportunities for the Head of School to reach out based on donor milestones, school news, or engagement signals Coordinate logistics for cultivation events and one-on-one gatherings designed to deepen relationships with prospective major donors Annual Fund & Campaign Support Assist with the coordination and execution of Annual Fund campaigns, including timelines, list management, communications, and tracking Monitor campaign progress and share regular updates with the Head of School Coordinate recognition and stewardship efforts for donors at all giving levels Support grant tracking and reporting as needed Qualifications Bachelor's degree preferred Experience in event planning, nonprofit development, school advancement, admissions, hospitality, or community engagement Strong organizational skills with genuine attention to detail Excellent written and verbal communication skills, including the ability to write warm and professional donor correspondence Comfort working with donor databases or CRM systems; experience with fundraising software is a plus Ability to manage multiple priorities simultaneously without losing track of the details Availability to work evenings and occasional weekends for school events Genuine interest in and enthusiasm for gifted education and the SAA mission Desired Characteristics Warm, relational, and naturally interested in people Highly dependable, someone who follows through without being reminded Discreet and trustworthy with sensitive donor and financial information Proactive, someone who anticipates what is needed and acts before being asked Calm and adaptable under pressure, especially during live events Detail-oriented in a way that serves relationships, not just checklists Energized by behind-the-scenes work that makes visible, meaningful things possible Comfortable and confident interacting with donors, trustees, families, alumni, and students Why This Role Matters at SAA Gifted children deserve schools built specifically for them. SAA exists to be that school, and the people who make it possible are the donors, families, and community members who believe in its mission deeply enough to invest in its future. This role exists to ensure that those relationships are cared for with intention, that no opportunity is missed, and that the Head of School is always prepared, supported, and surrounded by the right conditions for meaningful donor conversations. The Coordinator of Advancement and Events makes that possible, and in doing so, plays a direct role in the long-term sustainability of everything SAA is working to build.

Pay:

$55,000.00 - $65,000.00 per year

Benefits:

401(k) 401(k) matching Employee discount Flexible schedule Health insurance Paid time off Professional development assistance Retirement plan Vision insurance

Work Location:

Hybrid remote in Des Plaines, IL 60016