Communications/PR, Development/Fund Raising, Other
The Associate Director for Community Events plays a pivotal role in the Lycée Français de New York’s Development department. Reporting to the Director of Development, the Associate Director manages a busy program of five (5) large-scale community events and a portfolio of four-five smaller events throughout the year. S/he is directly responsible for the planning and execution of the Lycée’s annual fundraising Gala, one of New York City’s largest fundraising events which raises over $2 million annually and welcomes close to 1,000 guests. The Associate Director also serves as the in-house expert on all special events within the development department, and will have a true passion for events and a deep understanding of their role in engaging and connecting communities.
The Associate Director is a senior member of the Development Team, collaborating on fundraising initiatives across the group and taking on additional responsibilities as needed. The Associate Director directly supervises the Manager of Community Events.
ESSENTIAL JOB FUNCTIONS
The duties outlined below are considered to be the most significant responsibilities of the Associate Director for Community Events and are essential for effective performance in this position. Responsibilities include, but are not limited to:
Drive all activity on the planning and execution of the Gala from the initial stages through the night of, including staffing regular meetings of the Co-Chairs and the event committees (décor, auction and student projects); securing corporate and individual tables; managing the live auction process; coordinating with the venue; liaising with the production team; and managing the event and run of show on the night of;
Implement goals and objectives regarding overall corporate and individual participation, attendance, communication, and day/night of event logistics;
Create save-the-dates, invitations, and programs and work closely with designers, printer and web design firm to execute collateral;
Field and manage all invitation responses and attendance lists for seating;
Work with the Raiser’s Edge database manager to enter and maintain data in the appropriate data management programs; includes coding and entering donations/pledges, sponsorships, auction items and income, participants, volunteers and other required information;
Utilize data management tools in order to review and analyze pertinent information – monitor financials, solicit participation, and provide ongoing status reports;
Oversee expenses and maintain event budgets; partner with the Business Office to process and resolve event/project related expenses;
Oversee all vendor relationships and manage the contract process;
Prepare correspondence, reports, spreadsheets, informational materials, and presentations using various graphic, database and word processing programs;
Communicate with high-level donors, trustees, and other VIPs with tact and sensitivity.
Community Events (50%):
Take the lead in the planning and execution of Fête Foraine and Spring Fair, including recruiting and managing the co-chairs for the events, overseeing a team of volunteers; managing all logistics for the events; and overseeing the events on the day of;
Working closely with the Manager of Community Events, plan and execute 4 - 5 smaller-scale community events throughout the year, including Lycée Cares, Skating Party, Welcome Fair, Volunteer Thank You Cocktails/Breakfasts and Pre-Gala Cocktail;
Create and oversee detailed timelines for each event;
Identify candidates for key volunteer roles. Recruit qualified candidates and articulate goals, outcomes and objectives to support activities leading up to the day of the event; provide support and training to volunteers for these events;
Lead the partnership with the Parents Association on planning for these events;
Collaborate with the Manager of Community Events to track deliverables and develop reports to ensure compliance, in coordination with the Director of Development and the Business Office.
Complete other duties as assigned and appropriate
Qualifications and Skills
Bachelor’s degree required.
A minimum of 5 years of experience in event management, with a demonstrated capacity to manage relationships with sophisticated high-level volunteers, donors and VIPs.
Prior experience working in a fast-paced environment, managing multiple demands and priorities.
Prior experience managing live and silent auctions a plus.
Must be detail oriented, have strong interpersonal skills, able to handle multiple tasks, with the ability to work both independently and collaboratively.
Excellent communication (oral and written) and interpersonal skills with proven ability to interact with a diverse range of individuals both in person, on the phone and over email, applying tact and discretion as situations demand.
Ability to problem-solve and make decisions independently; ability to collaborate with others as part of teams.
Strong attention to details; demonstrated organizational skills.
Focus on efficiency and improving existing systems and developing new processes.
Must have excellent knowledge of Raiser’s Edge.
Commitment to the Lycée’s mission, vision and strategic direction.
Experience working with pluri-cultural, diverse communities.
French language skills desirable, but not required.
Ability to work evenings and weekends as required by events, meetings and department work
The Lycée Français de New York is a nursery through twelfth grade coeducational, bilingual, independent day school in Manhattan, serving 1,370 students. While the Lycée follows the curriculum of the French Ministry of National Education, students also receive a comprehensive education in the English language, including US history and culture. Children from 50 nations comprise the student body. 18% receive need-based financial aid.Our staff forms the cornerstone of the remarkable education we provide. A diverse and growing team, employees of the Lycée Français de New York are dynamic, energetic, intelligent, team-oriented, hard-working and friendly. We look to employ people who exemplify the characteristics so important to us - including a love of education - and who seek challenging and rewarding careers.To support and nurture our employees, we offer a competitive suite of benefits.