Special Events Coordinator
Job Details
Advancement Office - Oakland, CA
Full Time
4 Year Degree
Admin - Clerical
Special Events Coordinator


The Special Events Coordinator is a member of the energetic, fast-paced, Advancement Office. This full-time/12-month position is responsible for planning and executing events to cultivate philanthropy, strengthen involvement and build community. Coordinating aspects of numerous, mission-driven special events held on and off campus, the Special Events Coordinator works under the supervision of the Director of Alumni Relations & Events in close partnership with Advancement, the Head’s Office, Admissions, Communications and Business Office to plan and execute events on schedule and within budget. The Special Events Coordinator provides planning, technical support and implementation of numerous annual events including donor stewardship and cultivation receptions, new parent welcome events, volunteer recognition celebrations, alumni events and faculty/staff appreciation parties.


Event Coordination Responsibilities

  • Work closely with program directors, administrators and internal colleagues to define event strategy, goal, budget and timeline. Carefully track all of these aspects in Raiser’s Edge database, spreadsheets, and shared Google drive.

  • Coordinate pre-event site research, host/vendor meetings, site visits, and negotiations.

  • Hire, set-up and supervise all vendors, including but not limited to catering, rentals, security, audiovisuals, and valet parking. For remote events and webinars, serve as chief technical point person for webinar set up, registration and guest trouble-shooting.

  • Negotiate outside providers to ensure lowest cost and highest quality of service, staying within budget parameters.

  • Work with program directors on graphic design for print and/or email invitations and manage communications timeline. 

  • Manage guest registration and attendance tracking processes including: name tags, check-in and records updating across multiple databases

  • Help ensure that Head-Royce staff, volunteers and outside vendors are adequately prepared for events. Prepare detailed briefings for speakers and speaker tech support for remote events.

  • Oversee on-site set-up, and day-of-event coordination and communication with delegates.

  • Ensure proper post-event cleanup, communications and documentation in Raiser's edge database, tracking spreadsheets and team google drive

  • Willingness to coordinate events from event inception, strategy and design to execution to post-event analysis and follow-up, including technical aspects of remote events.

Additional Duties: 

  • Assist database manager with Raiser’s edge database clean-up and organization as assigned. Tasks range from gift entry, running reports, merging to letter templates, batch updates and online gift processing.

  • Batch gifts and print acknowledgement letters during high volume gift times (August - January); assist development associate with additional tasks as needed.

  • Bachelor’s degree required.

  • 1-3 year’s experience in an office setting, either in a paid or volunteer/intern position.

  • Experience in event design and planning or program management for a non-profit institution is a plus.

  • Highly organized, extremely detail-oriented and self-directed, with excellent communication and customer relations skills.

  • High degree of proficiency with technology and ability to be nimble in multiple databases, including Raiser’s Edge, attendance management platforms (such as Eventbrite, Paperless Post, Google Forms), Mobilecause, MS Excel, Word or Google sheets for templates and mail merges, and light graphic design.

  • Able to work independently while enjoying a collaborative work environment.

  • Thrives in a fast-paced, high-energy, fun environment with a proven ability to meet and complete multiple tasks with solid deadlines.

  • Head-Royce recent graduates, experience in independent schools or in an educational setting a plus

  • Ability to work occasional evenings and weekends and travel locally.


Other Considerations

Compensation:                   Competitive among comparable schools

Location:                             Oakland, California

Travel:                                  Local

Education:                           Bachelor’s degree required

Status:                                 Non-Exempt, full-time/12 months/year


Head-Royce School is an equal opportunity employer and makes employment decisions on the basis of merit. We want to have the best available person in every job. School policy prohibits unlawful discrimination based on age, color, creed, disability, gender, marital status, national origin or ancestry, race, religion, registered domestic partner status, sexual orientation, physical or mental disability, a medical condition including genetic characteristics, or any other consideration made unlawful by federal, state, or local laws. Head-Royce School seeks to be a community in which every individual is treated with sensitivity, courtesy and respect.