Madeira is seeking a Special Events Coordinator to join the Development Office. The Madeira School is one of the country's premier girls boarding/day schools with a century of serving the needs of a wide variety of young women from around the country and the world. Located just outside of Washington, DC, on the banks of the Potomac River, in McLean, VA, Madeira enrolls 320 students in grades 9-12.
The successful candidate will lead and direct Madeira's special events, including oversight of the event budget, planning, logistics, communications, execution and follow up. The Coordinator will proactively assist with the management of the events calendar, developing ongoing strategies for engaging alumnae, parents and friends.
Coordinating and executing all aspects of Development Office events such as Reunion Weekend, Trustees' Circle Dinner, Alumnae Council Reception, regional cocktail receptions, lectures and panels; serving as the primary lead and point person for all Development events.
Supporting and executing campus events including Graduation, College Counseling Day, New Parent Dinner, and Family Weekend.
Developing and maintaining event planning timelines and checklists including scheduling, communications, budgeting and logistics.
Ensuring all events are coded and all attendees are recorded in the Raiser's Edge database. Ensuring event information is accurately maintained on the School website and Development Office calendar.
Preparing and providing event materials to key staff prior to regional events including name tags, attendee list, agendas, favors, and banners.
Maintaining supplies that are necessary for events.
Following events, tracks event attendees to monitor their engagement and support of the School and facilitating appropriate follow-up; monitoring impact of events recommending to improvements; facilitating post-event debriefing sessions to collect feedback.
Coordinating with outside vendors to secure contracts, menus, audiovisual equipment, and confirm any other event-related details.
Collaborating with the Director of Alumnae Relations and the Associate Director of Alumnae Relations to identify upcoming opportunities, trends, networking, and new approaches for enhancing the events program and stewardship of alumnae.
Partnering with internal departments in relation to events.
Overseeing event budgets (including paying vendors), orders event materials, reviews and negotiates vendor contracts to achieve expected results.
Creating mailing lists and RSVP lists using Blackbaud's Raiser's Edge database.
3-5 years of experience managing special events; previous experience in a school or university Development operation helpful
Previous experience with fundraising software; Blackbaud's Raiser's Edge preferred; proficiency in basic data management systems, and basic computer applications; willingness and ability to learn additional applications as needed
Knowledge of special events and stewardship
Excellent communication and interpersonal skills; ability to be diplomatic and demonstrate mature judgment; exception customer service
Ability to work independently and as part of a team with exceptional initiative
Excellent organizational skills with a particular ability to multi-task and prioritize work; attention to detail and ability to follow through
Demonstrated analytical and strategic thinking capabilities
Ability to handle sensitive and confidential matters with appropriate discretion
Ability to be a practitioner of diversity, equity and inclusion
Willingness and ability to work flexible work schedule, including occasional evenings and select weekends
Appreciation of and commitment to boarding and/or single sex education, diversity and to serving the needs of a diverse population
About Madeira School
Founded in 1906, The Madeira School is one of the nations’ top secondary schools for girls. Located just outside Washington DC, Madeira enrolls approximately 315 boarding and daygirls in grades 9-12. The school has a long tradition of rigorous academics and one of the country’s oldest Experiential Learning programs, currently known as Co-Curriculum.
As an all-girls college preparatory boarding and day school, The Madeira School is dedicated to providing girls with a top-notch education and the skills to lead lives of their own making. At Madeira, you will find an extraordinary faculty that engage and challenge the minds of our students.
Lucy Madeira founded her school with the belief that it is our duty and privilege to help young women to understand their changing world and to have the confidence to live lives of their own making, their own passions, their own dreams.
Launching women who change the world.
Leading innovation in girls’ education.
Our Strategic Goals:
Make Madeira the 21st century leader in girls’ education.
Bring the world to Madeira and Madeira to the world?
Advance our inclusive culture that flourishes in diversity.
Protect and enhance Madeira’s environment and facilities.
Assure Madeira’s financial sustainability.