Alumni Event Coordinator

St. Xavier High School

Event Coordinator – St. Xavier High School – Position reports to the Director of Alumni Relations
We are currently seeking a full time Event Coordinator to join the Advancement and Alumni Relations Department at St. Xavier High School. The Event Coordinator will be responsible for all logistics and communication necessary to develop, implement and manage assigned department programs and events such as alumni reunions, lunches and golf outings in addition to Masses and other department functions for St. Xavier High School. This includes but is not limited to coordination of program and event budgets along with post production execution and sponsorship fulfillment. This is an externally focused position, and the applicant must act as a good steward of St. Xavier High School when communicating or otherwise dealing with any of its stakeholders including but not limited to its high level donors, alumni, parents and friends while also growing internal relationships within the department and the St. Xavier community as a whole.

Qualifications: The ideal candidate is an experienced and organized planner, who excels in the preparation, administrative duties, and logistical details of programs and events. This person is a collaborator and team player who will execute the planning and logistics for assigned events and assist the team in planning onsite and offsite events for the Advancement and Alumni Relations Department.

Preferred Education and Experience
 Bachelor’s Degree preferred
 Five years related work experience in event management and/or coordination
 Extremely organized, efficient, detail-oriented and successful at meeting deadlines
 Excellent interpersonal skills both in person and by phone, with high professionalism
 Excellent social media knowledge as well as ability to integrate technology to meet needs of the position
 Ability to manage multiple projects and deadlines at the same time
 Strong customer service skills and high expectations for quality work
 The Event Coordinator will report directly to the Director of Alumni Relations with overall responsibility to the Vice President of Advancement and will be personally committed to St. Xavier High School’s Catholic and Jesuit mission.

Job Description
 Execute the planning and logistics for assigned and evolving programs and events that serve alumni relations, advancement and President’s office.
 Work with the Vice President of Advancement and the Director of Alumni Relations to prepare annual budgets and work within the budgetary guidelines to achieve budgeted results.
 Anticipate the event needs of internal and external customers and understand how best to serve them.
 Understand and track revenue and expenses for assigned programs and events.
 Work with the Communications Department to implement a comprehensive communication and marketing strategy to increase attendance at assigned events.
 Assess event objectives and determine the most cost-effective means to deliver results.
 Assist with all Alumni Relations, Advancement and Presidential events by managing assigned activities within the events.
 Create new and innovative activities to evolve offerings based on changing school needs and feedback from school/department partners, team members and vendors.
 Make adjustments in real time as needed; striving for continuous improvement before, during and after each event.
 Collect data and conduct research, identify best practices, and find resources to help senior leaders make decisions about event possibilities, structure, logistics, and operations.
 Assist with the departmental annual planning sessions including creating agendas, preparing materials for meetings, taking notes, and creating minutes.
 Participate in the execution of the department’s sponsorship efforts for assigned programs.
 Research leads and create sponsorship proposals and plans for assigned programs.
 Engage with Major Gift Officers to develop strategy for sponsorship and include them in the proposal and process.

Go to https://www.stxavier.org/about/employment-opportunities to apply.

To apply for this job email your details to jelmlinger@stxavier.org