Event Manager

The Development office is responsible for all of the school’s fundraising initiatives and works closely with the Board of Trustees, the Bay faculty and staff, the students, the Bay Family Association, parent volunteers as well as alumni and alumni parents. Acts as the main point of contact around all school events sponsored and/or supported by the Development office, approximately 25-30 events per year; works to constantly improve and streamline events, ensures events are meeting the goals of Bay and makes recommendations to change, add, or eliminate events in accordance with the best interest of Bay; Ensures that events remain within budget and works with the Development department to achieve fundraising goals, if applicable; Supports other departmental events that are aligned with Bay development priorities, e.g. parent-facing Academics, Admissions, Athletics, and Board events; Creates and maintains event support request protocols to ensure appropriate advance notice and prevent timing and workload conflicts; Manages all aspects of the planning, production, and follow-up of events; Provides logistical support and coordinates with various constituencies to track and manage timelines, budgets, vendors, and requirements for each event; Works closely with the facilities team, the Marketing and Communications department, the school’s general admin team, and the Presidio Trust to coordinate logistics and ensure event planning is cross-coordinated between critical school and external departments; Creates and maintains a yearly events calendar; Creates individual timelines, including run of show, for each event and effectively shares out with the appropriate audiences; Works with the Development team, Marketing and Communications team, and various volunteer groups to prepare event invitations, promotional materials, and collateral; Cleans and maintains event items such as tablecloths, branded napkins, signage and donor gifts; Invites feedback on events, including creating formal opportunities for feedback on major events such as, but not limited to, graduation and Bay Splash. Works closely with the BFA to plan and execute events, volunteer opportunities, and various tasks, including BFA events, meetings, and community parities; Works with BFA to recruit and manage volunteers. Works with the Senior Director of Philanthropy and other team members to create and manage event budgets; Works to integrate Development events into the overall Development team plan and goals; Is a visible and engaged community member actively working to create a warm and welcoming environment for every member of The Bay School community; Works with the Development team to advance alumni relations, tracking, and communications to increase alumni involvement with Bay; May serve other departments of Bay as approved by supervisor, such as helping with admissions interviews, senior exit interviews, chaperoning field trips, volunteering for Bay Day and Field Day shifts, etc; Maintains clear and consistent data storage, naming conventions, and sharing protocols in Google Drive and serves as a model to the team; Provides front desk coverage on occasion; Other duties as assigned. EXPERIENCE: Working knowledge of principles and practices of event planning and production with general of fi ce and administrative skills, ideally with proven event management experience.