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Special Events Coordinator

Job Summary

The Special Events Coordinator is a Diversity, Equity and Inclusion focused leader driven to strengthen the mission of Carondelet High School by inspiring a culture of philanthropy, which will generate revenue, resources, and relationships by showcasing the best of the school. The Coordinator of Special Events is an active partner in strategizing, creating, planning, executing, and reconciling/evaluating the annual events suite. They are responsible for the execution of all aspects of Carondelet’s fundraising event activities including but not limited to Visions of Christmas, the annual Golf Tournament and Bubbles and Brews. This position is also responsible for working with volunteer steering committees associated with each event in partnership with the Annual Fund Director. The Special Events coordinator works in collaboration with all members of the Development Team in a dynamic and fast-paced environment. This person must model Carondelet’s Core Values of humble leadership, embracing possibility and innovation, and inspiring joy and gratitude in volunteers, guests, students and colleagues.

Essential Responsibilities

● Effectively build and maintain positive relationships with all constituencies including parents, volunteers, alumnae, alumnae parents, community members and all other donor groups
● Assists with development of events strategic plan and executes activities to achieve goals.
● Assists with sponsorship solicitation, ticket sales, individual solicitations, in-kind gifts, silent and online auctions, fund-a-needs, raffles and other revenue generating activities.
● Assists with development of event plan including creative brief, audiences, objectives, timeline, collaborators, expenses and revenue budget for all fundraising events including, but not limited to, Visions of Christmas, the annual Golf tournament and Bubbles and Brews.
● Maintain strict guidelines for expenses to meet budget objectives
● Adheres to timelines for various fundraising activities to ensure strategic plans and critical fundraising processes are carried out in a timely manner
● Actively critiques event traditions to create fresh and exciting event experiences
● Responsible for communication and outreach for Special Events in collaboration with the Communications Department to include the weekly e-newsletter, Constant Contact, invitations, videos and other event collateral
● Assists with recruiting, training, managing, motivating, nurturing and recognizing special event volunteers
● Assists with development of reporting following each event, which includes a financial report, progress toward goals and recommendations for the future; comparisons with previous years
● In cooperation with the Director of Alumnae Engagement, works to include alumnae as an integral part of school fundraising events
● Other activities as requested by the Director of Development, Annual Fund Director or President; some nights and weekends are required

Technical/Management/Professional Responsibilities and Accountabilities

● Strong attention to detail, decision-making, time management, ability to multitask in a high volume environment, organizational skills and problem resolution skills.
● Highly ethical beliefs with the ability to deal with sensitive and confidential information
● Strong listening, interpersonal, written and oral communication skills, can speak effectively in front of large audiences
● Maintain composure during chaos, positive can-do attitude, and problem-solve with time constraints
● Ability to collaborate and cooperate with a variety of individuals, departments, vendors and teams
● Use diplomacy and tact when working with volunteers, guests, donors, parents, alumnae and other constituent groups
● Flexible and adaptable to a dynamic and fast-paced work environment
● Adept at balancing multiple priorities and meeting deadlines under pressure
● Familiarity with email marketing software, Constant Contact preferred
● Familiarity with auction software, Greater Giving preferred
● Familiarity with relational management database, Raiser’s Edge preferred

Qualification Requirements

● Bachelor’s Degree
● 2+ years’ experience in special event fundraising with a proven track record for meeting budget and revenue goals
● Excellent oral and written communication skills
● Ability to get along with co-workers and other school community members
● Proficient in Microsoft Office Products
● Excellent time management
● Must have valid driver’s license and vehicle liability insurance; must have ability to use one’s own vehicle (mileage is reimbursed)

Physical Requirements

● Visual ability to read handwritten or typed documents
● Able to conduct verbal conversation
● Able to hear normal range verbal conversation (approximately 60 decibels)
● Able to sit, stoop, kneel bend, walk, and climb slopes, stairs and steps
● Able to stand for extended periods of time
● Able to push and or pull a variety of tools and equipment up to 10 pounds
● Able to reach and twist
● Able to carry up to 10 pounds
● Visually able to use the computer for extended periods of time


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About Carondelet

Carondelet High School is an equity-focused, inclusive, Catholic college-prep high school in the East Bay that offers young women a transformative educational experience. Since its founding in 1965, Carondelet has combined academic excellence and a recognition of the unique gifts of each of its students. The school’s focus is a woman-centered, comprehensive educational program designed to help young women build confidence and prepare for leadership and service in the 21st century going forth into the world with heart, faith, courage, and excellence.

More Than High School.

Her School.

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