Advancement Associate and Special Events Coordinator

10 ½ month contract

Reports to: Director of Institutional Advancement

Oak Knoll School of the Holy Child is coeducational from PK to grade 6 and girls only in grades 7- 12. We are part of the global Holy Child Network of Schools, which includes nine schools across the U.S. and 13 overseas. Oak Knoll is Judeo-Christian in heritage, Roman Catholic in teaching and worship, where we believe that each person is created by God for an intended purpose. An Oak Knoll education guides students to discover that purpose and make a significant, positive impact on the world.

Oak Knoll is an equal-opportunity employer where diversity is celebrated and cultural competency
is required. As a Holy Child school, we work for Christian principles of justice, peace, and
compassion in every facet of life. We know that we can build a better world by learning from each
other and embracing differences, and we are committed to making Oak Knoll a truly inclusive place to work and learn.

The Advancement Associate and Special Events Coordinator is principally responsible for planning and managing all advancement events. This person is also responsible for additional, day-to-day administrative functions of the advancement office.

The ideal candidate will possess a love for special event management, be an energetic and enthusiastic professional, and be able to build relationships with internal and external constituents.

Essential Functions:

·      Coordinate with the Director of Institutional Advancement to develop strategies for meeting all event objectives

·      Responsible for planning and implementing all advancement office events

·      Oversees special events budgets 

·      Calculate event budgets and ensure they are followed

·      Book vendors for events

·      Work with Oak Knoll Foodservice or where applicable, catering companies, to prepare food for events

·      Plan layout of seating and decorations

·      Schedule speakers and participants

·      Create registrations on Formstack for all events where required

·      Coordinate and monitor event time lines and ensure deadlines are met

·      Initiate, coordinate and/or participate in all efforts to publicize events

·      Edit and design promotional materials

·      Create invite lists; send out invitations and manage RSVP lists

·      Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations

·      As Parents’ Association moderator will recruit and manage Parents’ Association volunteers, both for events and for day-to-day office needs

·      Work with Fathers and Friends group to provide support

·      Process bills related to events and reconcile PA credit card monthly

·      Coordinate and schedule room reservations with OKS calendar

·      Perform all other duties as assigned by the Director of Institutional Advancement

Requirements:

·      Special events experience 

·      Experience working with Excel as well as Raiser’s Edge

·      Has a professional demeanor, outstanding interpersonal skills, superior writing and proofreading skills, and a keen attention to detail

·      Flexibility, responsibility, and resourcefulness with the time management skills to manage a number of projects simultaneously

·      Ability to lead a group/committee and also work as a member of a team in a variety of roles, sometimes outside of usual job responsibilities

·      Must possess the ability to exercise discretion when dealing with sensitive donor information

·      Bachelor’s degree

·      Be available for occasional night and weekend work

Please go to the Oak Knoll School website to apply https://www.oakknoll.org/employment/