The position of Events Coordinator/Philanthropy Associate is integral to the overall functioning and success of the St. Paul’s Philanthropy Office, and especially in the alumni relations and engagement area. The position reports to the Director of Alumni Relations/Campaign Director and has primary responsibility for planning and managing event logistics for both the Philanthropy Office and Headmaster’s Office. The successful candidate will be able to work independently and with senior administration, volunteer leaders (such as Trustees and members of the Alumni Association and Parents Association), and outside vendors. Additionally, the position provides general administrative support to the Philanthropy team as needed, including (but not limited to) gift and data entry, mailings, phone coverage, and greeting guests. This is a full-time 10 or 12 month position.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
In conjunction with Philanthropy staff, plan and implement a comprehensive calendar of Philanthropy events supporting the Alumni Relations (including coordination of joint events with St. Paul’s School for Girls), Brooklandwood Bash/Bull Roast, Capital Campaign, Donor Relations the Parent’s Association and the St. Paul’s Fund, and other events as assigned.
Collaborate closely with the Campaign Director, Donor Relations Manager, Director of Alumni Relations, and Director of the St. Paul’s Fund/Parent Relations to plan, coordinate, and staff (as needed) Philanthropy events.
Plan, coordinate, and staff (as needed) all logistics for events for the Headmaster’s Office, including faculty/staff welcome, year-end gatherings, and Board of Trustees events, working with the Headmaster’s Executive Assistant.
Familiarity with/interest in current trends and ideas related to non-profit event planning and management.
Familiarity with the communications plan for all events, ensuring that Philanthropy staff have materials necessary for implementation, such as constituent lists from the database.
Coordinate with the School’s Facilities/Maintenance staff and outside vendors (caterers, printers, A/V suppliers, etc.) to ensure that all events are on budget and meet high standards expected of St. Paul’s.
Manage the overall Philanthropy Calendar, ensuring that it is accurate and up-to-date.
Recruit, manage, and train Philanthropy staff and volunteers as needed, to ensure that events are properly staffed.
Track and maintain inventory of supplies, including beverages, napkins, plates, etc.
Assist with Philanthropy Office mailings, particularly as they relate to events, such as invitations.
Support Philanthropy staff as needed.
Must be able to work both independently and collaboratively as part of a team.
Excellent organizational, time-management, problem-solving, verbal and written communication skills.
Demonstrable creative instincts in event planning and management a plus.
Attention to detail and ability to develop and manage a budget.
Availability outside normal working hours when necessary, to manage/staff evening and weekend events.
Minimum of 3-5 years of event management and/or administrative support experience.
Candidates holding at least Associate’s or Bachelor’s degrees will be given preference.
Proficiency with Raiser’s Edge, Microsoft Office Suite, and other event-planning software preferred.
Experience with mobile bidding platforms a plus.
St. Paul's School is an Equal Opportunity Employer
St. Paul’s is an independent, Episcopal, college preparatory day school, coeducational for grades K-4 and all boys for grades 5-12, located 20 minutes north of downtown Baltimore. An International Baccalaureate World School that enrolls 758 students from across the Baltimore metropolitan area, St. Paul's emphasizes critical thinking, interdisciplinary study, independent research, and engagement w...ith cultures around the world. Service learning is a cornerstone of the School's mission. St. Paul's strives to find balance between academics, athletics, and arts fostered by a strong sense of community on campus.