The Director of Special Events is responsible for devising and implementing Portsmouth Abbey School’s strategy for fostering engagement of alumni, parents and friends of the School throughout the world through special events. Duties include the management of annual and special events, including among others Reunion Weekend, Scholarship Golf Tournament, the Abbot’s Reception, Parents’ Auction, and Commencement. Additionally, the Director is responsible for the planning and execution of regional, national and international receptions and dinners, informational meetings, fund-raising, cultivation and stewardship events.
Manage all special events of the development office, including but not limited to Reunions Weekend, the Abbot’s Reception, regional, national and international receptions and dinners, Parents’ Auction, Alumni Networking Series, Commencement, Golf Tournament, etc.
Identify areas of the country and the world with a critical mass of alumni, parents or friends of the School that warrants visits in small groups or larger events for the Development Office
Manage event logistics to ensure the event appropriately represents the School and achieves its goals for engagement, fundraising, etc.
Travel for events as required (usually 3 or 4 events a year)
Manage all event related data input and reporting within Raiser’s Edge
Work closely with event-related vendors, including graphic designers, printers, caterers, audio-visual
Work with student volunteers for regional, national and international events
Plan and post relevant event news across social media platforms (Facebook, LinkedIn, Instagram, etc.) to keep the School’s constituents engaged. Work closely with the Communications Office in this regard.
Coordinate efficient and professional working relationships with other campus departments (Business, Operations, Dining Services, and Athletics) whose participation is critical to successful special events
Maintain files, SOPs, and other appropriate material related to all special event activities, including execution of call lists for event registration
Manage content for monthly Musings, Bulletin, Annual Report and webpages related to special events
Development and Maintenance of Finalsite and Raiser’s Edge webpages for events, including Page Manager, Forms Manager for registrations and Calendar Manager
Coordinate or assist with Christmas card and ornament design, production and distribution, along with Christmas card mailing list
Conduct direct mail, email and face-to-face solicitation for sponsorships of the Abbot’s Reception, Annual Golf Tournament, etc.
Other duties as assigned
Bachelor’s degree or equivalent work experience
At least two years of experience in a similar position
Proficiency, or at least familiarity, with the most recent versions of Raiser’s Edge and Microsoft Office
Strong interpersonal skills with an ability to organize, prioritize and manage multiple tasks simultaneously
High degree of comfort with the use of technology including strong computer and internet skills
Administrative abilities, organizational skills, and the capacity to manage multiple tasks with attention to detail
The ability to work closely with a varied constituent base (Board of Regents, alumni, parents, faculty and staff), to exercise discretion, and to maintain information with appropriate confidentiality
Demonstrate strong written and verbal communication skills
Willingness to work as part of a team in all aspects of the job
Willingness to work nights and weekends
A strong connection to the mission of Portsmouth Abbey School
About Portsmouth Abbey School
Portsmouth Abbey School is the nation’s leading Catholic Benedictine boarding school for boys and girls in grades 9 through 12, offering a challenging academic curriculum rich in mathematics and science and built upon a signature humanities program. Added features of Portsmouth Abbey School are its 40 athletic teams, diverse community service programs, state-of-the-art squash & fitness center and its sailing, equestrian and world-class golf facilities. The campus sits on 500 acres bordered by Narragansett Bay and the Aquidneck Club and is a short distance from Newport, RI.