Rumsey Hall School has a full-time position open for an Advancement and Special Events Associate to support the School’s Advancement Office administratively and strategically. Reporting to the Director of Advancement, the Associate is an integral member of the School’s Advancement team. In addition to the Advancement and Special Events Associate, the Advancement department consists of the Director of Advancement, Communications Director, Associate Director of Advancement/Parent & Alumni Relations, and the Gift and Database Coordinator/Administrative Assistant to Advancement.
This is an on-campus position offering housing and will require one (1) night of dorm duty per week and nine (9) weekend duty responsibilities throughout the academic year.
Special Events Management
Enhance current annual portfolio of high-profile events and identify opportunities for new programs that engage our constituencies, market the School, and celebrate the Rumsey experience.
Organize, coordinate, and attend meetings as required to plan, promote, and execute all Advancement-related Special Events and collaborate with School Events Coordinator to plan, promote, and execute all School-related Special Events.
Serve as lead in all pre-event, on-site event, post-event tasks, including:
Identifying event goals and program needs.
Designing the event experience.
Creating and managing event timelines.
Developing event layouts and décor proposals when appropriate.
Support the Communications Director and School Events Coordinator in designing invitations and marketing collateral for all Special Events.
Serve as event vendor liaison.
Serve as event volunteer liaison in collaboration with Associate Director of Advancement/Parent & Alumni Relations.
Manage all event logistics, including preparing internal hospitality and work orders, ordering signage, preparing name tags, and ordering and tracking inventory of event and/or promotional materials.
Lead on-site event coordination, post-event breakdown, and any necessary post-event follow-up.
Update Raiser’s Edge with event details, including invitees, RSVPs, and actual attendance.
Track event finances for the Advancement Office, including check requests, credit card charges, invoicing, and reporting.
Propose new ideas to improve the event planning and implementation process.
Additional Essential Duties and Responsibilities
Assist in donor cultivation activities with preparation, production, mailing, and correspondence.
Handle inquiries from donors, prospects, and Board members.
Assist in maintaining files and managing information flow between Advancement Office and donors.
Assist in maintaining Raiser’s Edge donor record database.
Assist with select internal Advancement meeting preparation, including booking rooms, creating agendas, assembling briefing materials, taking meeting minutes, and making travel and conference call arrangements.
Assist in cultivating and stewarding all the School’s various constituents.
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.
Minimum Qualifications (Knowledge, Skills, and Abilities)
Bachelor’s degree and 1-3 years of administrative experience, preferably in a non-profit organization.
Strong writing skills required.
Strong computer skills, including Word, Excel, Outlook, web and email contact technology and programs.
Maintain strict confidentiality and data security at all times.
Work effectively both independently and in a team.
Able to work nights and weekends when needed.
About Rumsey Hall School
Rumsey Hall School is an independent co-ed junior boarding school (Grades 5-9) and day school (Grades K-9), located in Washington, CT. The School’s population is currently comprised of 335 students from 26 local communities, 12 states, and 12 countries. There are 78 full time faculty and staff members.