Events Director

Description

Position: Events Director
Reports To: Head of School
Status: Full Time, Exempt
Schedule: 52 Weeks (3 days/week in the summer)
Benefits: Full Benefit Eligible

Job Summary:

The Events Director plays a vital role in advancing the mission and culture of the school by planning and executing high-quality, Christ-centered events. This position is responsible for the coordination of internal and external events that engage students, families, staff, and the community. The Events Director works closely with administration, faculty, staff, volunteers, and vendors to create impactful experiences that support school goals, promote unity, and reflect Biblical values.

Qualifications:

• Must be a committed Christian and demonstrate a Christ-centered lifestyle.
• Member of a local church in good standing.
• Demonstrates spiritual and organizational leadership with a teachable spirit and a self-starter mindset.
• Minimum of a Bachelor's Degree, preferably in Management, Hospitality Management, Business Administration or related field.
• Strong communication skills (verbal and written) with the ability to effectively engage with various school constituents.
• Experience in event planning, fundraising, or project management in a school, nonprofit, or corporate setting.
• Budget management experience with the ability to track and report financials.
• Proficiency in Google Education Suite, Microsoft Office, and school software platforms.
• Ability to negotiate with vendors, coordinate logistics, and manage on-site execution.
• Knowledge of social media platforms and learning management systems.
• Strong organizational and multitasking skills to manage multiple events simultaneously.

Essential Functions:

Event Planning & Execution

• Internal (Student-Focused): Chapel, games, productions, pep rallies, assemblies, prom, field trips, mission trips, service projects, Christmas programs, and band/choir concerts.
• External (Family & Community-Focused): Open Houses, Pastor Appreciation, Biblical Worldview Conference, Grandparent’s Day, Veteran’s Day, Fields of Faith, Leadership Owasso, Gathering on Main, RCS Gala, Golf Tournament, Homecoming Parade, conferences, alumni events, and Kings & Princesses.
• Collaborate with faculty, administration, marketing, and development teams to align events with school goals and community engagement efforts.
• Secure venues, coordinate logistics (equipment, food, materials), and ensure all resources are prepared in advance.
• Oversee event setup, on-site execution, and teardown to ensure smooth operations.
• Input all events into the internal calendar with appropriate details for operations and security teams.
• Manage event staffing and coordinate volunteers to ensure adequate support for each event.

Budget & Financial Oversight

• Develop and manage event budgets with a focus on financial stewardship and cost-effectiveness.
• Oversee key budget categories:
• Staff Food Budget: Includes professional development meals, executive offsite meals, conference meals/snacks, staff Christmas party, teacher appreciation events, end-of-year awards, college fairs, and guest/volunteer hospitality.
• Event Budget: Includes new hire events, partner meetings, welcome back activities, Gathering on Main, baby showers/retirements, Homecoming Parade, college fairs, Veterans Day (staff), Tribe Day meal, School Board Christmas gifts, Grandparent’s Day, giveaways, and décor as needed.
• Identify cost-saving opportunities through vendor negotiations, sponsorships, and strategic planning.

Marketing & Promotion

• Partner with the Director of Marketing and Communications to promote events through social media, the school website, newsletters, and other communication platforms.
• Develop event branding, graphics, and promotional materials to maximize attendance and engagement.
• Coordinate ticket sales, sponsorships, and fundraising efforts for large-scale events.
• Leadership & Collaboration
• Serve as the primary point of contact for all event planning needs across the school.
• Collaborate with school leadership and faculty to promote participation and enhance event impact.
• Recruit, train, and oversee volunteers involved in event setup and execution.

Calendar & Scheduling Oversight

• Maintain and manage event scheduling across multiple platforms:
• Gmail School Calendar: Manage key school-wide event scheduling.
• RCS Public Calendar: Update monthly with attention to safety and accuracy.
• Rank One: Confirm and coordinate athletic events.
• Coordinate timing and venue reservations to prevent scheduling conflicts.
• Oversee and approve internal room and facility reservations.

Logistics & Vendor Coordination

• Research and secure vendors for venues, catering, transportation, and rental equipment.
• Collaborate with the Facilities & Transportation Director for non-athletic transportation needs.
• Negotiate contracts for best pricing and service quality.
• Ensure all events adhere to school policies, safety standards, and logistical requirements.

Physical & On-Site Responsibilities

• Must be able to lift and carry up to 25 lbs of event-related materials.Be present and actively involved during setup, execution, and teardown of events.
• Be present and actively involved during setup, execution, and teardown of events.
• Availability for evening and weekend events is required.

Physical and Safety Requirements:

• This is a safety-sensitive position; employees may be required to undergo drug and alcohol testing.
• Ability to stand, walk, and move around event spaces for extended periods.
• Lift and transport event materials (up to 25 lbs).
• Bend, kneel, and reach to assist with setup, teardown, and material handling.
• Use manual dexterity for handling equipment, supplies, and digital tools.
• Clear verbal communication and hearing abilities for event coordination.
• Visual acuity to manage setup, review materials, and ensure quality event presentation.
• Ability to maintain oversight and direction of event activities through mobility and presence.

Additional Expectations:

• Maintain confidentiality and professional ethics.
• Attend school events and actively support community-building initiatives.
• Participate in fundraising, recruitment, and school-wide initiatives as needed.
• Engage in professional development and leadership growth opportunities related to event planning and school advancement.
• Be flexible and willing to take on additional responsibilities to support school operations.

Salary : $45,000 - $55,000