Oregon Episcopal School is seeking an organized, creative individual to be its special events coordinator. The coordinator will plan and execute special events that foster and sustain positive and mutually rewarding relationships between community members and OES. As part of the Development team and in collaboration with Office of the Head of School, Marketing and Communications, and volunteers, the coordinator ensures that all events run smoothly, that individual event timelines are realistically set and supported, and that event expenses are within budget. Exceptional attention to detail and the ability to multi-task are essential. In addition to the qualifications detailed below, the effective coordinator will possess exemplary people skills, the ability to maintain confidentiality, and strong verbal and written communication skills to articulate the School’s mission to its diverse constituents.
The successful candidate will have a passion for creating events that leave guests smiling. From event promotion and invitations to table décor and a pleasant check-in process, the coordinator will have the opportunity to be creative while also working from a budget and meeting deadlines.
This is a half-time, hourly, academic year position. While, generally speaking, the schedule is .50 FTE or 20 hours per week, the demands of event preparation are expected to require 40 hours of work per week on occasion. The weeks leading up to the annual Auction or the week of any major event, will require additional hours.
- Plan and manage all logistical aspects of assigned events (save the date post cards, emails, invitations, catering and facilities set-up requests, proposed menus, table décor and flowers, guest gifts, follow-up communications, volunteer/staff assignments, etc.). Collaborate with team to outline, assign, and track responsibilities related to program.
- Motivate and support the work of volunteer event committees and staff.
- Handle financial matters, including procurement of competitive bids for goods and services, payment of all invoices, budget tracking for events, etc.
- In collaboration with Marketing and Communications and event partners, coordinate event promotion to the appropriate target communities. Seek the cooperation and collaboration of colleagues as appropriate to target messages to different constituencies. Coordinate the creation and distribution of all necessary promotional materials.
- Oversee and maintain all event records, including database, rsvp forms, correspondence, standard operating procedures, financial information, and volunteer job descriptions.
- Work with Development Office colleagues, Facilities, and school administrators to schedule use of facilities well in advance of events.
- In collaboration with Business Office and gifts processing team, ensure expenses/gifts are accurately recorded, budgeted, and managed.
- Serve as primary event coordinator for several school-wide community events (see list) and provide key support to the annual auction.
- AA or equivalent combination of training and experience
- Two years’ large event management experience
- IT skills: general digital literacy, intermediate to advanced MS Office Suite, database skills, web applications including Raiser’s Edge and Greater Giving (or equivalent products), Google Docs, Zoom or Skype, etc. as appropriate to job duties, ability to adapt and learn as digital tools evolve
- Availability for occasional? evening or weekend work and local travel
- Valid driver’s license and own means of travel to off campus events
- BA/BS or equivalent combination of training and experience
- Three years of experience in nonprofit development; experience in volunteer management, fundraising, and developing donor-centered relationships
- Three years of non-profit event coordination experience, including auctions
- Independent school or higher education experience
- Experience with Wrike or other project management software
- Experience with Constant Contact or other email marketing software
- Experience creating online registration forms and managing event calendars
KNOWLEDGE, SKILLS, AND ABILITIES:
- Knowledge of principles of donor-centered fundraising
- Organizational skills, ability to manage a broad scope of activities and juggle multiple deadlines
- Intercultural competence, ability work effectively with donors, families, alumni, and colleagues of diverse backgrounds
- Interpersonal skills, ability to collaborate and maintain collegial relations with colleagues
- Ability to sit at a computer and keyboard for substantial periods
- Ability to stand for up to two hours at events and other occasions
- Ability to life up to 25 lbs. on occasional basis
- Mobility sufficient to move about the campus and off-site events venues
- Ability to communicate clearly with coworkers, students, parents and donors
- Vision and hearing sufficient to use computer and to interact with colleagues and constituents.
COMPENSATION: $20 to $23 per hour depending on education and experience
APPLICATION PROCESS: Interested candidates should forward cover letter, resume, and completed application, available here: http://www.oes.edu/uploaded/contacts/application.pdf, to the attention of Director of Development Madeline Pruett at ude.seonull@tnempoleveD. Please note that application must be printed, signed, and scanned and sent by email or sent as a hardcopy to Oregon Episcopal School, at 6300 SW Nicol Road, Portland, OR 97223. Recruitment closes September 29. No phone calls please.
Oregon Episcopal School does not discriminate in its hiring or employment practices on the basis of race, color, religion, gender (including gender identity or expression), disability, national or ethnic origin, age, sexual orientation, marital status, genetic information, or other legally protected characteristic or status.
To apply for this job please visit the following URL: http://www.oes.edu/careers →