Special Events Coordinator (Part-Time)

Job Description: Special Events Coordinator (Part-Time)

Position Title: Special Events Coordinator
Employment Type: Part-Time
Location: Saint Francis Xavier School
Reports To: Director of Advancement

Position Summary

The Special Events Coordinator is responsible for planning, organizing, and executing a variety of events that support the mission and goals of Saint Francis Xavier School. This part-time role requires creativity, attention to detail, and strong communication skills to ensure events are successful, on budget, and aligned with the school’s mission. Collaboration with parent volunteers and other stakeholders is essential to this role.

Key Responsibilities

• Event Planning and Management:
• Plan and coordinate all aspects of special events, including fundraising events, community-building activities, and school celebrations.
• Develop event timelines, budgets, and task lists to ensure smooth execution.
• Coordinate with vendors, venues, and other external partners for event-related needs.
• Collaboration and Volunteer Coordination:
• Work closely with parent volunteers to assign roles, ensure clear communication, and provide guidance throughout the planning process.
• Collaborate with internal teams, including the Director of Advancement, faculty, and staff, to align event objectives with school goals.
• Marketing and Promotion:
• Partner with the Advancement and Marketing Offices to develop strategies that maximize event attendance and community engagement.
• Logistics and On-Site Coordination:
• Oversee event setup, registration, and breakdown, ensuring all elements run smoothly.
• Address any issues that arise during events promptly and professionally.
• Post-Event Activities:
• Gather feedback from attendees and volunteers to evaluate event success.
• Prepare post-event reports summarizing outcomes, financial performance, and lessons learned.

Qualifications and Skills

• Experience in event planning and coordination, preferably in a school or nonprofit setting.
• Strong organizational and multitasking skills, with attention to detail.
• Strong verbal and written communication skills.
• Ability to build positive relationships and work collaboratively with parent volunteers.
• Proficiency in event management software and standard office applications (e.g. Google Workspace).
• Flexibility to work evenings and weekends as required by event schedules.
• Creative problem-solving skills and the ability to remain calm under pressure.
• Familiarity with Jesuit principles and values is a plus.

Preferred Qualifications

• Experience with fundraising events and donor relations.
• Knowledge of budgeting and financial tracking for events.

Hours and Compensation

• This is a part-time position requiring approximately varied hours per week.
• Compensation will be commensurate with experience.