OPERATIONS MANAGER (DIRECTOR OF EVENTS - MOTHERS’ GUILD )

OPERATIONS MANAGER

DIRECTOR OF EVENTS - MOTHERS’ GUILD

Job Description

GENERAL DESCRIPTION

The Director of Mothers’ Guild Events will support the volunteer leadership of the Xavier Mothers’ Guild and its event leadership.  She will assist the Xavier Mothers’ Guild in the planning and execution of its annual fundraising events, the Dinner & Auction and the Scholarship Fashion Show.  This is a full-time position, with longer hours expected before, during, and following event dates.  She reports directly to the President of Xavier.

SPECIFIC AREAS OF RESPONSIBILITY

1. Provides administrative and organizational support to the Mothers’ Guild Executive Board and Event Chairs for their meetings and for annual fundraising events including the Dinner & Auction and the Scholarship Fashion Show, as well as “friendraising” events such as Zoolights, Senior Treats, and the Senior Mother/Daughter Mass & Breakfast. 
2. Assists the Event Chairs with tasks including but not limited to: event to-do’s/timelines, contracts & rental agreements with vendors, solicitations for underwriting and in-kind donations, event collateral, communication with other Xavier employees, and day-of event logistics.
3. Assists Event Chairs with the preparation of event collateral, including but not limited to: solicitation letters, parking passes, donation agreement forms, event programs, and digital communication/advertising. 
4. Manages and supports all Mothers’ Guild volunteers.  If volunteers are needed, she will seek out qualified volunteers.
5. Works and communicates with the Director of Mothers’ Guild Records to ensure proper organization and success of Mothers’ Guild fundraising events.
6. Prepares a post-event analysis of each event, determining its successes and opportunities for improvement.
7. Processes and records all Mothers’ Guild expenses for the Finance Department.  Provides reports of the accounting to the Mothers’ Guild Executive Board and Event Chairs as needed.

JOB SPECIFICATIONS

The Director of Mothers’ Guild Events will have knowledge and experience in the following areas:

1. Planning and execution of major events, which includes: budgeting, timelines, volunteer management, and logistics of rentals and caterers.
2. Soliciting donations from various constituencies, including: parents, alumnae, and local businesses.
3. Reviewing and analyzing reports to determine an event’s success.
4. Developing and managing a budget for all Mothers’ Guild events.
5. Working with general and specialized computer programs such as: the Microsoft Suite, the Google Suite, Constant Contact, ShopKeep, and Givesmart.
6. Works well with others in a support position, and gives and takes direction well.
7. Has strong written, verbal, and interpersonal communication skills. Uses the internet to communicate on a regular basis.
8. Handles confidential matters and materials appropriately and with integrity.
9. Is familiar with and supportive of Xavier’s overall fundraising goals and objectives.
10. Works to establish continuity of information flow, best practices, volunteer involvement, and event history from year to year.

POSITION REQUIREMENTS

1. Conditions of Employment
2. Job Description
3. Fingerprint Clearance
4. Proof of Vaccinations
5. Must have signed Called to Protect, Code of Ethics, Communication Technology, and Photographic Release