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Special Events Coordinator & Development Assistant
Portsmouth Abbey School
Application
Details
Posted: 18-Jun-26
Location: Portsmouth, Rhode Island
Type: Full Time
Categories:
Development/Fund Raising
Job Summary:
The Special Events Coordinator and Development Assistant plays a key role in supporting Portsmouth Abbey School's Development Office by assisting in the planning and execution of fundraising events, helping coordinate the School’s Centennial Year-long celebration, and providing general administrative support. This entry-level position offers a unique opportunity to contribute to support high-profile events and initiatives, while ensuring efficient operations within the Development Office. The role will be critical in lending support to celebrate Portsmouth Abbey’s 100-year legacy and engagement with alumni, families, and the broader community.
Responsibilities:
Centennial Event Planning and Execution:
Support the planning and execution of Portsmouth Abbey’s Centennial Year-long celebration, assisting in the coordination of signature events, regional gatherings, and on-campus activities.
Assist with logistical details for Centennial events, recording registrations, printing and assembling invitations, creating nametags, and setup to create a seamless experience.
Support collaboration with vendors and campus partners to support event needs, ensuring alignment with Portsmouth Abbey’s traditions and standards.
Help ensure each event reflects the School’s Benedictine values and legacy while fostering engagement with alumni, families, and friends. Event Coordination and Management:
Assist in coordinating other fundraising and stewardship events, including donor receptions and community-building events, ensuring that each event aligns with the School’s strategic objectives.
Help maintain event timelines, track budgets, and ensure smooth event operations, particularly related to the Centennial events.
Assist in overseeing logistics for volunteer and staff coordination, ensuring clarity of roles and responsibilities during events. Administrative Support:
Provide general administrative assistance to the Director of Special, Centennial and Campaign Events and the Development Office team, including managing schedules, preparing meeting materials, answering phones, and handling correspondence.
Assist with invoicing and maintaining accurate event records.
Enter event information into Raiser’s Edge and maintain accurate updates.
Assist with preparing reports and communications, including thank-you letters, impact reports, and event invitations.
Performs additional responsibilities as required to support the team’s objectives and needs.
Event Coordination and Management:
Assist in coordinating other fundraising and stewardship events, including donor receptions and community-building events, ensuring that each event aligns with the School’s strategic objectives.
Help maintain event timelines, track budgets, and ensure smooth event operations, particularly related to the Centennial events.
Assist in overseeing logistics for volunteer and staff coordination, ensuring clarity of roles and responsibilities during events.
Administrative Support:
Provide general administrative assistance to the Asst. Head of School for Dev. & Alumni Affairs and the Development Office team, including managing schedules, preparing meeting materials, answering phones, and handling correspondence.
Assist with invoicing and maintaining accurate event records.
Enter event information into Raiser’s Edge and maintain accurate updates.
Assist with preparing reports and communications, including thank-you letters, impact
reports, and event invitations.
Performs additional responsibilities as required to support the team’s objectives and needs.
Marketing and Promotion:
Support the Communications Office in helping develop marketing strategies for the Centennial events, including social media campaigns, email outreach, and print materials.
Help maintain and update content on the Development and Alumni Affairs section of the website, ensuring it reflects the Centennial celebrations.
Assist with promotional efforts for Centennial events, ensuring alignment with the School's messaging and goals.
Qualifications:
Experience in boarding schools preferred but not required
Bachelor’s degree or equivalent work experience.
At least one year of experience in event coordination or administrative support, preferably in a nonprofit, educational, or event-planning setting.
Strong organizational skills and the ability to manage multiple tasks and deadlines effectively.
Proficiency with Microsoft Office Suite; experience with donor management software (e.g., Raiser’s Edge) is a plus.
Excellent written and verbal communication skills.
Ability to work both independently and as part of a team.
High attention to detail, with a professional approach to all tasks.
Willingness to work evenings and weekends as required by Centennial events and other development activities.
Desire to be engaged in a Catholic residential community
Alignment with the School’s mission of Ability to work flexible hours and travel, including evenings and weekends
Other Qualifications:
All prospective employees must be able to clear a background check prior to beginning employment.
Salary: Commensurate with experience and education.
Benefits:
403b Health/Vision insurance Dental Insurance Life Insurance Short-term disability (TDI) Long-term disability AD&D Employee Assistance Program Tuition Remission
Contact: Interested applicants should email resumes and cover letters to hr@portsmouthabbey.org
Portsmouth Abbey School is a coeducational Catholic boarding and day school for students in grades 9 through 12. Founded in 1926 by the English Benedictine Congregation, the School is located on a 525-acre campus along Rhode Island’s Narragansett Bay, less than 30 minutes south of Providence and 20 minutes from Newport.
Portsmouth Abbey combines a classical education in the Catholic intellectual tradition with Benedictine values. With 350 students, the School believes that the love of learning leads to the desire for God, and that the quest for intellectual understanding propels students to the search for ultimate meaning. The School is known for encouraging students to engage passionately in academic and intellectual pursuits, innovative electives and extensive opportunities in athletics and the performing and visual arts as well as a commitment to service and a focus on things that matter. Students are inspired to become the next generation’s leaders, stewards, innovators and problem solvers all the while grounded in Benedictine values of love of God and neighbor, humility, hospitality and a desire to serve the common good.