Catlin Gabel School seeks to employ the best qualified individuals from available applicants and to provide them with opportunity for advancement in a manner that does not discriminate because of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity or expression, veteran status, genetic information, or any other status protected under local, state, or federal equal employment opportunity laws or regulations.

The School believes that each employee makes a significant contribution to the school’s success. That contribution should not be limited by the assigned responsibilities. Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the incumbent nor the organization to just the work identified. It is our expectation that each employee will offer their services wherever and whenever necessary to ensure the success of our endeavors.

POSITION SUMMARY

The Events & Engagement Manager is responsible for coordinating and executing school-wide and community events throughout the year. With support staff, the Manager leads and supports key volunteer groups including their recruitment, coordination, and stewardship. The Events Manager is a key member of the Advancement team and reports directly to the Engagement Director.

In addition to experience with leading successful events, this position requires diplomacy and good judgment in working with a wide range of personalities and in dealing with highly confidential and sensitive information. The Events & Engagement Manager must be able to move the entire process toward its goals at a high-level, while simultaneously devoting significant attention to details and coordinating multiple events at the same time. In this role, this person will possess cultural competency and be comfortable facilitating conversations with volunteers, families, employees and vendors on issues that may arise.

The Events Manager champions a culture of engagement and belonging by embedding hospitality into every touchpoint, creating thoughtful, well-executed experiences for families, alumni, donors, employees, and vendors.

Pay Range: Exempt; $63,000 - $67,000/year

FTE: 1.0, Full-Time, 12 months

ESSENTIAL RESPONSIBILITIES

• Plan and coordinate a range of school-wide events including community events, fundraising events, parent engagement opportunities, and signature school programs
• Collaborate with the Parent Faculty Association and departments across campus to provide support and implement events, activities, and programs, all with a goal of improving the overall community experience
• Plan and coordinate major school events such as commencement and other all-school gatherings
• Provide logistics support for Alumni, fundraising and community engagement events in collaboration with internal teams
• Organize several smaller events throughout the year in support of school programs and community engagement
• Recruit, manage, and support event volunteers. Ensure that volunteers are clear on their duties, and that they feel well-supported and appreciated
• Develop and manage event timelines, logistics, and run-of-show documents
• Coordinate event logistics including facilities, catering, audiovisual needs, and vendor management
• Market events and produce collateral in collaboration with the Advancement team and communications team
• Track and manage event budgets, including expenses and reconciliation with the Business Office
• Manage guest registration and attendance tracking for events, as applicable
• Participate in all related meetings and events, which may occur in the evenings and/or on weekends
• Make occasional event announcements/presentations at staff and/or parent meetings

OTHER RESPONSIBILITIES

Other duties, as assigned by the Engagement Director.

COMPETENCIES

• Event Management: Strong working knowledge of event planning, coordinating, and production.  Proven track record of successful event management and volunteer management.
• Project Management: Strong project management skills with the ability to manage multiple projects simultaneously, collaborate with key stakeholders, lead the process to successfully complete the project, and meet deadlines.
• Event Processes & Systems: Demonstrates working knowledge of event planning processes, systems, and tools; supports efficient execution of events by following established procedures, maintaining timelines, and utilizing platforms for registration, communication, and logistics tracking.
• Event Communications & Engagement: Strong ability to create clear, thoughtful event communications that balance logistics with community engagement. Develops messaging that both informs and encourages participation, while aligning with the purpose and tone of the event. Takes a strategic, audience-centered approach and collaborates with stakeholders to ensure accuracy and consistency across all communication channels.
• Hospitality: Motivated team player with a positive attitude who supports an environment of hospitality and gratitude for donors, prospective donors, parents, alums, co-workers, and volunteers.
• Relationship Management: Builds and maintains strong, trust-based relationships across the organization and broader community. Handles sensitive information with care and communicates thoughtfully, considering both audience and context. Works effectively with individuals and teams with differing priorities, maintaining a positive, solutions-oriented approach while driving toward results. Navigates obstacles through problem-solving, follow-up, and clear next steps rather than pausing at roadblocks.
• Professionalism: Demonstrates tact, discretion, and sound judgment when handling sensitive situations and confidential information. Is mindful of audience and setting when sharing information or perspectives, ensuring communication is appropriate, respectful, and aligned with organizational expectations.
• Teamwork: Approaches work with a team-first mindset, valuing collaboration, flexibility, and shared success. Contributes to a positive and inclusive environment by encouraging participation, listening to diverse perspectives, and supporting group decision-making. Builds trust and engagement by being reliable, open, and respectful of others’ contributions.
• Initiative: Takes proactive ownership of responsibilities and follows through to completion. Anticipates needs, identifies gaps, and steps in with solutions to keep work moving forward. Approaches challenges with curiosity and persistence, gathering information and exploring options rather than stopping at initial barriers. Actively looks for ways to support team and organizational goals, while maintaining accountability for individual deliverables.
• Stakeholder Communication: Strong oral and written skills. Communicates with integrity and kindness. Conscientious of how information is presented, aiming for a positive outcome and constructive feedback. Ensures all stakeholders are informed adequately and in a timely manner. Proactively communicate with managers.
• Cultural Awareness: Demonstrates openness and respect when working with individuals from diverse backgrounds and experiences. Builds awareness of different perspectives and contributes to an inclusive and welcoming environment through thoughtful communication and interactions.
• Growth Mindset: Seek to make changes and improvements where needed.  Always seeking to improve our systems, processes and experiences for the benefit of our students, families and our team. Be curious and enthusiastic about improving processes and achieving results. 
• Technology: Uses core workplace technologies effectively, including Microsoft Office Suite and Google Workspace, to support communication, organization, and event coordination. Demonstrates willingness to learn additional systems such as Asana and Veracross to support operational needs.
• Willingness to participate in the fundraising process, required.

• Availability to work flexible hours, including some evenings and weekends

INTERPERSONAL CONTACTS

Interactions occur most routinely with employees in all divisions and departments, current parents, alumni, administration team, Board of Trustees, and school volunteers

EDUCATION AND EXPERIENCE

• At least three years’ experience managing events or related programs.
• Bachelor’s degree required. An equivalent combination of education, training, and experience may be substituted in lieu of a degree

SUPERVISORY RESPONSIBILITIES

Supervises volunteers with a wide range of experience/knowledge. Volunteers include parents, students, grandparents, and alumni

WORKING ENVIRONMENT AND PHYSICAL REQUIREMENTS

• The requirements listed below are representative of physical requirements and may not be all-encompassing. Incumbents must be able to perform job duties with or without accommodations.
• Ability to remain in a stationary position (primarily at a desk) for prolonged periods of time
• The ability to move safely over uneven terrain or in confined spaces. Some events may take place outside
• Frequent and consistent operation of a computer and other office machinery (e.g. copier, printer) requiring manual dexterity
• Infrequent bending, squatting, stooping, and kneeling related to filing or other record keeping
• Occasional lifting of up to 25 pounds
• Periods of high physical activity during events on evenings and weekends

SCHEDULE

Full time, 40 hour, twelve months per year position. Occasional early morning, evening, and additional hours on weekends as needed to facilitate and attend events outside of normal business hours is required.