The Hill School Mission: The Hill School prepares young men and women from across the country and around the world for college, careers, and life. Within a family school environment and a rigorous liberal arts curriculum, we challenge our young people to work hard; think and reason; be fulfilled; serve the common good; and be prepared to lead as citizens of the world, uniquely guided by our motto, “Whatsoever Things Are True.”
Position Title: Special Events Coordinator
Reports To: Office of Strategy Management
Mission/Goal of the Position: We are looking for a master multi-tasker with excellent organization and communication skills. The right candidate will be professional, polite, and attentive while also being accurate. They should be flexible and willing to learn, meeting each new task with excitement. Above all, the Special Events Coordinator should have a genuine desire to meet the needs of others and provide exceptional service.
Summary of the Position - Key Results Area
The Special Events Coordinator will coordinate all aspects of professional meetings and Hill School campus and off-campus events. He/she will partner with internal and external stakeholders to choose meeting or event locations, coordinate all event related details, and work with vendors.
Responsibilities of the Position: Manage, plan and execute all aspects of large scale Hill School events – including but not limited to the following: book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor (floras, linens, color schemes, etc.); track RSVPs per event in the on-line system and manage all post event follow-up.
Manage special event calendar in a shared team folder.
Organize, coordinate, and attend meetings as required to plan, promote, and execute all assigned events.
Prepare event name tags, materials, notebooks, gift bags, registration lists, seating cards, etc. Close out all events and log event activity in a database, if applicable.
Assist with preparing budgets and provide periodic progress reports to the Director for each event project.
Keep track of event finances including check requests, invoicing, and reporting.
Propose new ideas to improve the event planning and implementation process.
Work pre- and post-planning periods, modified hours – including evening and weekends to successfully complete each event.
Be The Hill School liaison between the vendors and volunteers working on each event.
Publicize and respond in a timely manner to all inquiries about events.
Attitude and Demeanor:
Publicly support the mission and vision of The Hill School in a positive and professional manner.
Work as a dynamic team member in a professional collaborative environment.
Think proactively and anticipate the needs of others.
Remain calm under pressure and solve problems quickly.
Communicate effectively with warmth, sensitivity, and understanding as s/he deals with administrative colleagues, teachers, students, alumni, parents, faculty, staff, and guests.
Possess a “service attitude” - willingness to be flexible to meet the needs of the department and the School.
Actively participate in the life of The Hill School by becoming knowledgeable about curricular and co-curricular programs, periodically volunteering to supervise student activities, and being a highly visible presence at school events, performances, exhibitions, and athletic competitions.
Proficient with Microsoft Office Suite.
Self-motivated, extremely collaborative and curious about people, experiences, and communications.
The skill to manage a large workload including several events at one time, work under pressure and still meet deadlines, effectively incorporate feedback, and adapt quickly to changing priorities.
Superior organizational, time management, oral and written communication skills.
Must be able to exercise good judgment and handle confidential matters with discretion.
The ability to work evenings and weekends is a must.
A bachelor's degree in hospitality, communications, or public relations is a bonus.
Physical Demands: This position includes sitting, standing, kneeling, walking, and lifting. The position will use a computer, including keyboard and monitor throughout each workday. Visual acuity to type, read, and recognize guests is required. Hearing ability is required to communicate with co-workers, students, parents, and guests in person and via telephone.