Events & Patron Affairs Coordinator
Job Details
Carlsbad - Carlsbad, CA
Full Time
Not Specified
$24.00 - $26.00 Hourly
Customer Service

PRIMARY FUNCTION/PURPOSE: This position reports directly to the Director of Advancement. The Events & Patron Affairs Coordinator will provide administrative support to the Advancement Team, including fundraising efforts, alumni/patron programs, and campus and fundraising events, to ensure the success of the Academy’s development and special events initiatives. The Coordinator will also organize and manage the campus wide non-fundraising social events as well as act as the Parent Association Liaison. The Coordinator must be able to strategize, anticipate, plan, prioritize and react to changing needs and situations with professionalism, creativity, patience, and integrity.

  • Assist with parent, alumni and donor activities and events.
  • Maintain guest lists, prepare registration materials and other data as assigned.
  • Participate in on and off-campus events, including occasional evenings and weekends.
  • Plan and organize non-fundraising on and off-campus events.
  • Act as the campus liaison with both internal departments (i.e., Facilities, IT, Food Services) as well as outside event vendors.
  • Manage and submit all event setup requests.
  • Build and maintain event planning timelines and “day of” schedules.
  • Schedule and manage agendas for all meetings related to events.
  • Act as the Academy Liaison with the Parents Association.
  • Create and develop event info and registration pages.
  • Work with Marketing and Communications to create all external event emails and invites.
  • Create and send all internal staff invites and communications.
  • Responsible for all event setup and breakdown/cleanup.
  • Assist the Director of Advancement with the planning and execution of the Annual School Auction.
  • Assisting in the development and implementation of other division activities
  • Other duties as assigned.


  • Minimum of 1-3 years of work experience in fundraising and event coordination.
  • Demonstrated ability to plan, organize, prioritize assignments, work independently and produce results with tight timelines and competing requirements.
  • Excellent oral, written and interpersonal skills.
  • Ability to maintain confidentiality and to use discretion when responding to inquiries.
  • Lifting, carrying, loading and unloading items of up to 30 pounds.
  • Strong competency with Word, Excel, PowerPoint, Gmail.
  • Must be able to work a flexible schedule, including occasional nights/or weekends. ● Pre-employment background check and drug testing required.


  • Bachelor's Degree in hospitality, communications, public relations, or a related field
  • Auction Management
  • Neon CRM or Other Donor Management System
  • Hospitality Background

APPLICATION REQUIREMENTS: Qualified candidates should send a cover letter, resume and two writing samples to . No phone calls please.