Special Events Coordinator

St. Martin's Episcopal School
Metairie, LA United States

St. Martin’s Episcopal School is seeking an organized, energetic and personable Special Events Coordinator that reports to the Director of Development.  The Special Events Coordinator works with the Development and Admission Team to plan and execute admission, development, and alumni, increase fundraising support, develop and maintain strong alumni relations, and highlight the school’s mission and programs. This individual should be professional in all aspects, a self-starter with a passion for special event management. He or she must be able to work both independently and as a member of a collaborative team, providing outstanding customer service while building relationships with internal and external constituents.

Responsibilities and Duties:

Event Coordination:

  1. Manage event operations (venues, invitations, programs, vendors, personnel, caterers, florist, etc.) for up to 30 events per year. Anticipate project needs, discern work priorities, and meet deadlines with minimal supervision; must be willing to work occasional evenings and weekends.
  2. Assist in developing new events, and maintain, organize and manage existing special event fundraisers and special events from concept to completion ensuring they operate smoothly, efficiently, and generate maximum revenue and exposure.
  3. Understand the purpose and goals for each event while maintaining accurate event-related records (including task calendars, budgets, and timelines), helping to ensure all targets are met.
  4. Create and revise room layouts for each event as needed.
  5. Propose new ideas to improve the event planning and implementation process.
  6. Serve as liaison with vendors on event-related matters.
  7. Assist with managing on-site production and clean up for events as necessary.
  8. Prepare materials, packages, gift bags, registration lists, seating cards, etc. as needed.
  9. Close out all events as required.

School Calendar Coordination:

  1. Coordinate use of school facilities in conjunction with the facilities manager.
  2. Process all requests and maintain Master Organize and direct activities of the Calendar Committee, including regular planning meetings. Prepare meeting agendas and supporting documentation.
  3. Coordinate with all internal department heads, faculty, and staff regarding special event forms, and assist with coordinating the needs associated with facility usage.
  4. Follow all established procedures, guidelines, and time schedules for data input and operations of Calendar Programs. 

Volunteer Coordination:

  1. Serve as liaison with the Director of Development between St. Martin’s and the Saints Community Organization.
  2. Provide direction and support to volunteers for events.

Minimum Requirements/Qualifications:

  • Bachelor’s degree preferred, although significant work experience can be substituted for the degree. Two years of experience in special events planning, preferably in the non-profit sector.
  • The ability to work well independently, multi-task, remain solutions-oriented and calm under pressure, meet deadlines.
  • Experience in planning and implementing events. Experience in managing special event fundraisers, attracting sponsors, and silent auction solicitation is preferred.
  • Software proficiency in Microsoft Word; knowledge and experience with social media platforms, Google Docs, Raiser’s Edge, and Whipple Hill preferred.
  • Excellent written and oral interpersonal communication, with marketing and communications skills
  • Superb project management, organizational and prioritizing skills, problem solving ability, and attention to detail are imperative.
  • High energy level and flexibility, and willingness to work with all constituencies
  • This position requires the ability to move about the campus as needed, giving tours and attending to details in various locations.
  • Ability to learn and perform all essential job functions accurately with minimal direct supervision within one month of employment.
  • Handle all sensitive information with strict confidence, both inside and outside of the office.
  • Participate in continuing education to keep abreast of professional, business, and educational developments and trends as applicable to position.

If you are interested in applying for this position, please email a letter of interest and resume to Angela Day at HR@stmsaints.com

St. Martin’s is actively working to create a diverse work community.

Candidates from diverse backgrounds are encouraged to apply. St. Martin’s School is an equal opportunity/affirmative action employer. St. Martin’s does not discriminate in employment on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, gender or gender identity, age, sexual orientation, or any other status protected by applicable federal, state or local law.

Contact Information

If you are interested in applying for this position, please email a letter of interest and resume to Angela Day at HR@stmsaints.com