What are the responsibilities and job description for the Events & Advancement Coordinator position at Washington Episcopal School?
Events & Advancement Coordinator
(Supporting Community, Fundraising, and Admissions Events)
Are You a Detail-Oriented Organizer Who Thrives on Logistics and Event Execution?
Washington Episcopal School (WES) seeks a highly organized and proactive Events & Advancement Coordinator to support the planning and execution of community, advancement, and admissions events, as well as assist with related mailings. Reporting to the Senior Development Associate, this role focuses on both behind-the-scenes coordination and on-the-ground event execution, ensuring all aspects of an event run smoothly.
This role is ideal for a meticulous planner who excels at managing timelines, preparing materials, coordinating vendors, and assisting with mailings—while also being ready to step in wherever needed during events, from greeting guests to setting up and troubleshooting logistics in real-time. While the Senior Development Associate leads strategy and event execution, the Events & Advancement Coordinator plays a critical supporting role in making sure everything is organized, efficient, and successful.
Key Responsibilities
Event & Logistics Support
- Assist in coordinating advancement, admissions, and community event logistics, including but not limited to invitations, nametags, labels, signage, seating arrangements, check-in processes, and event materials.
- Provide hands-on support during events, helping with setup, greeting guests, assisting with food and beverage logistics, troubleshooting issues, and ensuring a seamless experience for attendees.
- Recruit, coordinate, and manage volunteers to support event execution, ensuring clear communication and task delegation.
- Support vendor coordination, facility setup, and supply management.
- Track event details, maintain records for future planning, and assist in post-event follow-up.
Mailing & Communications Logistics
- Support the logistics of large and small-scale advancement mailings, including gathering and preparing materials, organizing supplies, preparing labels, and ensuring completion according to deadlines.
- Coordinate with vendors, staff, and volunteers as needed to facilitate efficient mailing processes.
- Maintain accurate records of mailing logistics for future reference.
Administrative & Project Coordination
- Maintain inventory of event materials and supplies.
- Assist with tracking budgets and vendor invoices.
- Help prepare follow-up communications, such as thank-you notes and event recaps.
Who You Are
- Highly organized and detail-oriented, with the ability to manage multiple tasks and deadlines.
- A strong team player who is just as comfortable working behind the scenes as stepping in to assist during events.
- A proactive problem-solver who anticipates logistical challenges and ensures all details are in place.
- A hands-on, reliable coordinator who thrives on executing plans efficiently.
- Comfortable with technology, including Microsoft Office, Google Workspace, and mail merge tools.
What You Need
- 2 years of administrative or event support experience (preferably in a school or nonprofit setting).
- Experience assisting with logistics for events, mailings, and vendor coordination.
- Ability to work some evenings and weekends as needed for events.
- A valid driver’s license and access to a car for event-related errands.
Why Join WES?
At Washington Episcopal School, we believe that every detail matters when it comes to building a welcoming and engaged community. In this supporting role, you will play a vital part in ensuring seamless execution of events and outreach efforts—both behind the scenes and during the event itself. If you love organization, logistics, and rolling up your sleeves to help events succeed, we’d love to hear from you!
Salary and Benefits
Salary range: $40,000 - 60,000
- Excellent health insurance
- The TIAA-CREF retirement annuity, up to 7.5% employer contribution
- Funding for professional development
- 60% tuition remission for the children of faculty and staff, plus additional need-based aid as applicable
- Complimentary Extended Day for the children of faculty and staff
- 50-100% tuition remission for Summer@WES for the children of faculty and staff
- 9 days of PTO, plus an additional three weeks of summer leave for 12-month employees
Regrettably, we are unable to sponsor visa applications at this time.
Salary : $40,000 - $60,000
