Special Events Coordinator

Description

Summary:

Duchesne Academy is in search of a Special Events Coordinator. This position offers a great opportunity to gain experience in event planning and coordination within an educational setting. The ideal candidate will be a high-energy, mission-driven professional, with a passion for creating enjoyable experiences. 

Primary Responsibilities: 

• Collaborate with the Parents' Association, board, and event chairs to brainstorm event ideas, themes, and concepts suitable for an all-girls school.
• Help with logistical tasks such as work order (e.g., set-up and breakdown), catering requests, arranging seating, creating name tags, time, and action documents, managing decorations, and ensuring all necessary materials are in place.
• Design and communicate the event details to participants, including students, parents, and school staff, via posters, announcements, and assist with school portals. 
• Provide on-site support during events by guiding attendees, addressing questions, and ensuring the smooth flow of activities.
• Maintain accurate records of event-related expenses, participant lists, feedback received for post-event evaluations, and donor gift acknowledgements.
• Assist in coordinating with external vendors, suppliers, and service providers to ensure timely delivery of necessary items for events.
• Work closely with other members of the Parents' Association and advancement team, school faculty, and student groups to ensure cohesive event planning and execution.
• Event Promotion: Help promote upcoming events through various channels, including social media, the school website, and internal communication platforms.
• Gather feedback from event participants and use this input to contribute to the improvement of future events.
• In collaboration with volunteer leadership, select and price merchandise to sell, place orders, manage inventory and weekly cash reports, inventory management and control, and daily support for this volunteer-staffed activity. 

Minimum Education/Prior Experience/Qualifications Required:

• Bachelor's degree.
• Basic computer skills, including experience with Canva and the Microsoft Office Suite.
• Knowledge of Square POS systems.
• Flexibility to work during evenings and weekends for event support.

Requirements

Core Competencies

• Strong organizational skills and attention to detail.
• Ability to meet deadlines.
• Excellent communication and interpersonal abilities.
• Enthusiasm for working in a collaborative team environment.
• Ability to manage multiple priorities while remaining composed under pressure.

Upon Hiring

• Successful completion of criminal offenders’ records information and sexual offender registry checks.
• Successful completion of CMG Safe Environment Training.
• Current CPR certification. 

Essential Expectations

• All faculty and staff members at Duchesne Academy of the Sacred Heart are expected and required to do the following: 
• Overtly support and act in accordance with the Goals and Criteria of the Society of the Sacred Heart; this expectation includes attendance at and applicable participation in faith-based practices. 
• Foster a safe, predictable, and supportive environment. 
• Interact with colleagues in a respectful and collegial manner that contributes to a healthy school culture. 
• Demonstrate appropriate planning and preparation and fulfill routine responsibilities in a thoughtful and timely manner. 
• Uphold professional standards of personal presentation, professional courtesy, discretion, punctuality and attendance at all required meetings and events. 
• Appropriately carry out specific duties as determined by the Head of School and/or supervisor. 
• Maintain professional credentials and complete required training. Participate in and provide documentation for at least one professional development opportunity per year in addition to those required and provided by the school. 
• Respect the confidentiality of the school, its employees, students, and families. 
• Comply with the policies and procedures as articulated in the faculty and staff handbook. 
• Authentically engage in the school’s self-reflection process that requires written goals and measured progress towards them.

Nothing in this Job Description restricts Duchesne’s right to assign or reassign duties and responsibilities to this position at any time. This position is at will, which means that either the employee or Duchesne may terminate the employment relationship at any time, with or without notice and for any reason or no reason.

Duchesne Academy of the Sacred Heart is committed to providing equal opportunity in all of its employment practices, including selection, hiring, promotion, transfer, and compensation, to all qualified applicants and employees without regard to race, color, religion, sex (gender), age, national origin, physical or mental disability, genetic information, veteran status, or any other status protected by applicable law.