Chandler School is an independent K-8 school located in Pasadena, CA, with an enrollment of 450. Founded in 1950, Chandler School abides by its mission to provide each student with the highest quality and most academically challenging education in a nurturing, balanced and diverse environment.

We take pride in our thriving community with diverse perspectives and backgrounds. We learn and grow from one another and respect each others’ creativity and knowledge to promote a nurturing and healthy workplace.

Purpose/Summary: 

The Advancement Assistant & Events Coordinator plays an important role by providing administrative and communications support to the Advancement team, with primary responsibilities including assistance with advancement communications and constituent relations and coordination of events. This position collaborates with multiple constituents including, internal team members, other faculty and staff, parent volunteers, Chandler Family Associates (CFA), alumni, and donors at all levels. Their role involves organizing, planning, and executing events while ensuring they effectively contribute to the school's mission and objectives.

Essential Duties and Responsibilities:

Advancement Assistant

• Work collaboratively with the Advancement Team, the Chandler Family Associates (CFA) and other interdepartmental support staff including the Facilities Office, Front Offices and Communications Office. 
• Maintain events calendar to ensure coordination with all campus events and Advancement calendar.
• Assist with Advancement communication including, writing correspondence pieces (emails, letters, newsletters, etc.), printing flyers and invitations, supporting Social Media efforts, and producing multimedia pieces (including photos and short videos). 
• Respond to requests for information from donors, volunteers, and staff in a professional and timely manner.

• Utilize Raiser’s Edge / NXT Database for constituent information and assist in tracking and generating accurate event data needed for analysis and Annual Report donation lists. Manage event information and produce accurate and timely reports as needed.
• Work with the Chandler Family Associates (CFA parent association) and help support parent engagement activities and events.

• Perform general office, administrative and clerical duties.
• Perform other duties as requested by the Director of Advancement and Strategic Initiatives and Head of School.

Events Coordinator

• Responsible for the successful planning, management, execution, and delivery of all advancement events including but not limited to annual fund events, alumni events, the golf tournament, campaign activities and cultivation and donor recognition events and additional events, including but not limited to Admissions events, CFA events and more.
• Assist with various school-wide and community events including but not limited to back-to-school nights, promotion & commencement activities, and other community and partnership events. Additional events may be added at the discretion of the Director of Advancement & Strategic Initiatives.
• Responsibilities for these events include:
• Working with the Director of Advancement & Strategic Initiatives to set fundraising goals, budgets and benchmarks and effectively manage logistics within those expectations.
• Managing multiple timelines including selecting event dates, securing venues, logo, invitation and program design, communication with key constituents and all logistics of the event.
• Managing venue and vendor selection, contract negotiations and working with vendors throughout the process to ensure events run smoothly.
• Recruiting, training and supervising chairs and volunteers for event committees.
• Working with the Communications department on all event communication materials, both internal and external, including web and social media tools.
• Managing invitations, RSVPs, name tags and follow-up as needed.
• Event set up and event tear down, which may include physical set up and tear down of tables and chairs, linens, catering, beverages, AV and more. 
• Preparing post-event evaluation, analysis reports and the documentation of all event information for future reference.

Skills and Qualifications: 

• Energetic, self-starter with high attention to detail; ability to multi-task in a fast-paced, team-oriented, multicultural environment; superb organizational skills; ability to plan, prioritize, and follow through on tasks; manage, initiate, and complete multiple tasks on time.
• Must be able to work independently, exercise sound judgment, work collaboratively in a team environment, and handle confidential matters with discretion.
• Strong interpersonal skills and ability to provide prompt, courteous customer service to all school constituents.
• Excellent verbal and written communications skills; with ability to present information concisely and effectively, both verbally and in writing; experience utilizing various platforms of social media including Facebook, LinkedIn, Instagram, YouTube, etc. 
• Excellent sense of aesthetics
• Graphic Design (or art) skills preferred; preferred proficiency in photography and movie-making
• Fluency in MS Office Suite and Google Suite required; proficiency with Mac; comfortable with technology or demonstrated ability to learn quickly

Preferred 

• Multilingual abilities
• Extracurricular leadership 
• Community engagement

Physical Requirements and Working Environment: 

• Ability to lift and carry up to 35 lbs.
• Ability to sit, stand, and walk for extended periods.
• Capability to bend, stoop, and reach for setting up event spaces.
• Ability to work a flexible schedule including mornings, nights and weekends
• Work in a fast-paced environment during event periods, requiring multitasking under time constraints.
• Meetings and events at different locations and requires some local travel, reliable vehicle necessary, along with valid California Driver's License
• Collaborative setting, working with staff, vendors, and volunteers.
• Possible exposure to outdoor elements during outdoor events.

Education and Experience:

• Bachelor's degree in a related field
• 2+ years of experience in Development/Advancement or Administrative position or Event Coordination 
• Demonstrate experience in all aspects of clerical responsibilities
• CPR and First Aid certification (or willingness to obtain)

About Chandler School

Organization and Mission Chandler School is a K-8 Pasadena independent school set on a knoll adjacent to the Rose Bowl and founded in 1950. Chandler School abides by its mission to provide each student with the highest quality and most academically challenging education in a nurturing, balanced and diverse environment. Chandler strives to have its students gain a love of learning, a means of thinking independently and an ability to work collaboratively. A Chandler education seeks to develop good character, self-reliance and a commitment to community in students as a foundation for academic and personal success. Chandler seeks to sustain a diverse community in which the empathy of every member guides our understanding of human differences. The differences that the School seeks to embrace reflect those in our Pasadena community, our nation, and our world.

Connections working at Chandler School