Advancement Office Manager & Events Coordinator

The Advancement Office is a pivotal department within an educational academy dedicated to fostering strong relationships with alumni, parents, and the broader community to support the institution's mission and growth. This office is responsible for orchestrating a wide variety of advancement activities, including fundraising, event coordination, communication, and community engagement. With a focus on strategic outreach and relationship building, the department plays a significant role in maintaining and enhancing the academy's reputation, financial sustainability, and community involvement. The academy itself is a well-established educational institution known for its commitment to academic excellence and community values. The environment is collaborative, fast-paced, and requires a high degree of organizational proficiency and interpersonal skills.

The Advancement Office Manager and Events Coordinator is a crucial role within this department, tasked with managing day-to-day office operations and executing key alumni, parent, and community events. This position demands a self-motivated and highly organized professional capable of balancing multiple responsibilities and working efficiently under pressure to meet competing deadlines. The role offers critical administrative and project support to the Director of Advancement and the broader advancement team, contributing not only to smooth office functions but also to the success of prominent institutional events such as Fall Family Weekend, Winter Family Weekend, Reunion celebrations, and the annual Golf Tournament.

As the Advancement Office Manager and Events Coordinator, the individual will be responsible for the full lifecycle of event planning and execution. This includes developing comprehensive planning timetables, managing invitations, negotiating venue contracts, and coordinating event logistics in collaboration with colleagues and key external participants. The position also involves managing the advancement office budget, including tracking expenses, preparing purchase orders, and ensuring fiscal responsibility in line with school policies. Additionally, this role provides vital support to the director and team by managing calendars, travel arrangements, communications, and confidential documentation. The candidate needs excellent communication skills to handle diverse constituencies such as alumni, parents, grandparents, faculty members, and friends of the academy.

The role requires a strong attention to detail, superior organizational skills, and the ability to work independently and flexibly in a dynamic environment. Proficiency with technology, including Microsoft Office, Google Suite, and preferably Raiser’s Edge or similar databases, is necessary to handle the demands of the position effectively. The coordinator is expected to foster a positive and professional office atmosphere, supporting both staff and volunteers during events and day-to-day activities. Physical demands include occasional lifting of materials and the ability to attend off-site events, sometimes requiring travel by personal vehicle. Overall, this position offers a rewarding opportunity to contribute to a prestigious educational institution’s community-building and advancement efforts, combining administrative expertise with event planning and coordination.