Event Planner and Communications Associate

Henrico County Public Schools is one of the six largest county public school divisions in Virginia with a nationally recognized educational program. Henrico County is a suburban community surrounding the city of Richmond, VA. We are 104 miles from the Atlantic Ocean to the east; 94 miles from the scenic Sky Line Drive to the west; 106 miles from Washington, D.C. to the north; and 75 miles from the North Carolina border to the south.

Our Mission: Henrico County Public Schools, an innovative leader in educational excellence, will actively engage our students in diverse educational, social and civic learning experiences that inspire and empower them to become contributing citizens.

To support the School Board and employee engagement efforts through event planning and general administrative support.

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  Plans large and small events to include employee recognition programming, convocation, ribbon cuttings, and dedications.

• Identifies and organizes event logistics such as spaces, staff, vendors, catering, decorations, site plans, programs, cleanup, photography, and security.

• Coordinates with Division of Communications to request marketing and promotion assistance.

• Prepares event budgets; may assist with agency/department budget development.

• Performs a wide array of hands-on duties before, during and after the event to ensure event success of the event and the safety of all event vendors, contractors, and attendees.

• Checks in events sponsors, vendors, contractors, and participants; provides pertinent site and event information.

• Serves as a primary point of contact for a wide array of stakeholders before, during and after the event.

• Provides information and direction to event attendees, staff, and volunteers.

• Troubleshoots and appropriately resolves event related issues.

• Assists with booths, recruiting events, trainings, or other events as needed.

• Coordinates monthly awards and recognitions by the School Board.

• Keeps financial records; posts data to ledgers showing funds approved, appropriated, transferred, and expended.

• Authorizes invoices, IDT's and purchase orders, in control of office/event expenditures.

• Coordinates donations for Christmas Mother and other campaigns; cooperates with fiscal and administrative staff to ensure appropriate handing of monies and records.

• May complete time reporting for department/ agency.

• May assist with reception duties.

• Screens mail and answers routine correspondence.

• May type correspondence, reports, minutes and other documents.

• As needed, helps the Clerk of the School Board with administrative and logistical meeting tasks.

• Works a flexible schedule which may include nights, weekends, and holidays.

• Performs other duties as assigned; willingly assists with other work between events.

Graduation from high school. Coursework or training in event planning and management are preferred. Two years’ experience assisting or managing events with large crowds. At least one year of demonstrated experience working with senior-level staff. Ability to manage budget preparation and to effectively monitor expenditures. Ability to effectively organize and delegate diverse work assignments.

Strong organizational skills; the ability to multitask and to meet deadlines. Valid driver’s license to perform assigned job duties at various locations district-wide using personally arranged transportation. Ability to travel to event locations using personally arranged transportation. Driving may be required. Or, any equivalent combination of education and experience which provides the necessary knowledge, skills, and abilities.

To be considered for the listed vacancy, you must submit an online application. Resume and transcripts can be mailed, faxed, or hand-delivered to:

Henrico County Public Schools

Department of Human Resources

P. O. Box 23120

3820 Nine Mile Road

Henrico, VA 23223

Fax: (804) 652-3763

HCPS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex (including pregnancy), national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.