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Community Engagement & Events Coordinator $45,000 – $55,000

Mayfield Senior School (Pasadena)

Posted

05/24/2024

Expires

07/08/2024

Description

Community Engagement & Events Coordinator

Mayfield Senior School of the Holy Child Jesus, a 9-12 independent Catholic girls’ school in Pasadena, California, seeks a highly energetic, enthusiastic candidate with initiative and excellent interpersonal skills to serve as the Community Engagement and Events Coordinator.

The Community Engagement & Events Coordinator works with the Development team to provide full-scale planning and execution for Development and school events, with engagement, fundraising and stewardship goals always in mind. This requires a highly organized, creative, detail-oriented person to take pride and ownership of events from start to finish, serving as the liaison for all Development and campus events. Events range from small meetings to campaign and donor recognition events, major fundraising/gala events, alum reunions and mixers, parent coffees and parties, Head of School dinners and receptions, Board of Trustees dinner, Grandparent’s Day, Christmas Luncheon, Mother/Daughter Mass & Brunch, Senior Tea, Board meetings, Parent’s Board meetings, Admissions, Campus Ministry events, and administrative support as needed.

Reporting to the Director of Development, the Community Engagement & Events Coordinator will:

  • Work closely with the Director of Development and team to serve as the lead coordinator/central point person for all department and other school events
  • Implement comprehensive event planning frameworks, including detailed timelines, checklists, and communication protocols, and submit calendar and event requests before the start of the academic year
  • Work with the Facilities team to ensure seamless event setup and teardown
  • Liaise with MarComm team to create and distribute promotional materials that enhance participation and support fundraising goals
  • Confer with Development Director to ensure that all aspects of the event are well-planned and within budget, including contracts with vendors and partners
  • Request quotes, place orders and maintain communication with vendors, such as catering, rental and audio/visual companies
  • Purchase and coordinate pickup and delivery of event purchases such as food/beverages, decorations and supplies
  • Oversee delivery, set up, check in, strike and rental pickups for events, while ensuring that event spaces are organized and cared for before, during and after events
  • Work with Development team to curate guests lists, create and send invitations, and RSVP reminders (print and digital) in a timely manner
  • Document events with photos (as needed) of setup, layout, decorations and guests
  • Assist with preparing event budgets and track all event purchases and expenses, including check requests, invoicing, payment, and reporting
  • Work with Database Manager to maintain accurate guests lists and attendance records
  • Ensure that event check in runs smoothly, with particular care in providing accurate nametags
  • Assist with post event acknowledgment process, ensuring that follow up letters are generated, approved and sent out promptly
  • Conduct post-event evaluations, analyze feedback, and assess performance metrics to identify strengths and areas for improvement
  • Manage event files, both paper and electronic, and generate reports as needed
  • Partner with Parent’s Board to meetings and work with volunteers on large-scale events such as the Benefit, Grandparent’s Day, Senior Tea and more
  • Engage with Alum Council to oversee volunteer support for Alum Reunion Weekend

Salary
The annual salary range for this position is $45,000 – $55,000. A comprehensive benefits package will be provided including 403(b) matching contributions upon hire.

To Apply
Please send a cover letter, resume, and three professional references to Lisa Hernandez, Assistant to the Head of School (HR@Mayfieldsenior.org).
Mayfield Senior School does not discriminate on the basis of race, gender, sexual orientation, or national and ethnic origin in the administration of its hiring practices.

Requirements

Qualifications:

  • Bachelor’s degree in Hospitality or Event Planning/Management from an accredited college or institution
  • 1-3 years of experience and/or knowledge of fundraising and special events management
  • Demonstrate understanding of events and fundraising principles, methodologies and best practices
  • Excellent written and timely communication skills
  • Outstanding organizational skills, record keeping, and attention to detail
  • Proven ability to multitask, meet deadlines and manages multiple projects at once while working in a fast-paced environment
  • Motivated team player with a positive attitude who supports an environment of hospitality and gratitude for donors, prospective donors, parents, alums, co-workers and volunteers
  • Flexibility with shifting demands, including last minute events or meetings
  • Evening and weekend hours are required

Wage Range
The rate of pay offered to the selected candidate is based on internal pay policy and budget. New hires are commonly paid at the minimum of the wage range or within the lower part of the range. We consider a number of factors when making compensation decisions including, but not limited to, skill sets, experience, training and other department needs.

Information/Application Contact

Mayfield Senior School (Pasadena)

500 Bellefontaine Street

Pasadena, CA 91105

lisa.hernandez@mayfieldsenior.org