Special Events Coordinator

Louisville, KY, USA|

Job Overview

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional development opportunities

Flexible work schedule

Job Description

Saint Xavier High School is a well-established Catholic college preparatory school known for its commitment to academic excellence, faith formation, and fostering a vibrant community for students, families, alumni, and supporters. Located in Louisville, Kentucky, the school prides itself on its rich tradition and its mission to cultivate leaders for a lifetime through rigorous education and empowering extracurricular experiences. Saint Xavier embraces a holistic approach to student development, fostering intellectual growth along with moral and spiritual values. The school is actively engaged with its extensive alumni network, parent community, and donors to continue enhancing educational programming and maintaining a nurturing environment for current and future students.

The role of Special Events Coordinator at Saint Xavier High School is crucial in upholding and advancing the school’s mission through strategic event planning and execution. This professional is responsible for leading a variety of fundraising, alumni, donor stewardship, and school-wide events that deepen community ties and generate essential support. By managing all aspects of event lifecycle including concept development, logistics, communications, budgeting, and evaluation, the Special Events Coordinator ensures impactful and engaging experiences for diverse stakeholders. The position requires detailed oversight of signature Institutional Advancement events such as the Alumni Golf Outing, Grandparents’ Day, Father & Son Cornhole Tournament, Alumni Tailgate, Reunion Weekend, donor recognition ceremonies, and numerous other community gatherings.

Moreover, the Special Events Coordinator serves as a primary liaison to the Saint Xavier Parents’ Association, supporting parent engagement to strengthen family involvement in school activities. The coordinator partners closely with various internal and external stakeholders including school leadership, volunteers, event planning committees, vendors, and communications teams to produce seamless and memorable events. The role also includes supporting annual fund campaigns, donor cultivation efforts, and leveraging technology platforms such as Blackbaud Raiser’s Edge/NXT to manage donor information and event data effectively.

Ideal candidates will demonstrate excellent interpersonal and organizational skills, proficiency in event management software and Microsoft Office Suite, and the ability to work in a dynamic, fast-paced educational setting requiring occasional travel and flexible scheduling. This full-time position offers an opportunity to contribute significantly to a respected institution’s advancement efforts while fostering relationships that impact students’ experiences and the school community at large. Commitment to professionalism, detail orientation, creativity, and collaborative teamwork are essential to succeed as Saint Xavier’s Special Events Coordinator, helping to build lasting engagement that supports the school’s vision.

Job Requirements

Bachelor’s degree in event management public relations business administration nonprofit management or related field preferred
Excellent interpersonal organizational and communication skills
Detail oriented with a demonstrated ability to manage multiple projects and events
Experience creating distinctive and memorable experiences for event attendees
High level of professionalism in communication with donors board members committee members and other key volunteers
Willing and able to travel periodically and work on weekends and evenings as needed
Proficient in microsoft office suite
Blackbaud raiser’s edge/nxt experience is preferred
Technically proficient

Job Qualifications

Bachelor’s degree in Event Management Public Relations Business Administration Nonprofit Management or related field preferred
Excellent interpersonal organizational and communication skills
Detail oriented with a demonstrated ability to manage multiple projects and events
Experience creating distinctive and memorable experiences for event attendees
High level of professionalism in communication with donors board members committee members and other key volunteers
Proficient in Microsoft Office Suite
Blackbaud Raiser’s Edge/NXT experience is preferred
Technically proficient

Job Duties

Oversee the full event lifecycle including concept development timelines budgets vendor coordination event collateral and social media production registration day-of execution and post-event follow-up to ensure engaging and successful experiences
Plan and execute all Institutional Advancement events including but not limited to the Alumni Golf Outing Grandparents’ Day Father & Son Cornhole Tournament Alumni Tailgate Alumni Reunion Weekend alumni and community receptions donor stewardship and cultivation events regional alumni events Hall of Honors and the Outstanding Alumnus Reception
Assist with the coordination of school-wide events including but not limited to Feast Day Christmas Party Baccalaureate Graduation and faculty and staff receptions
Co-lead the Green and Gold Social with the Executive Director of Institutional Advancement serving as the primary liaison to the planning committee and managing the solicitation and procurement of auction items
Collaborate with the Alumni Engagement Coordinator on reunion programming and alumni events
Collaborate with the Director of Student Activities on school-wide student events
Coordinate donor recognition related to events
Lead and support volunteer planning committees involved in fundraising and event execution
Communicate with internal departments and facilities staff regarding staffing equipment needs delivery schedules and facility use for events
Collaborate with the President Senior Vice President of Special Initiatives Executive Director of Institutional Advancement and others to develop remarks program content and performances for events
Serve as the primary liaison between the school and the Saint Xavier Parents’ Association and support association events
Assist with the annual fund campaign including the alumni phonathon parent campaign and St. Francis Xavier Society solicitations
Other duties as assigned