Madeira is seeking a Special Events Coordinator to join the Development Office. The Madeira School is one of the country's premier girls boarding/day schools with a century of serving the needs of a wide variety of young women from around the country and the world. Located just outside of Washington, DC, on the banks of the Potomac River, in McLean, VA, Madeira enrolls 320 students in grades 9-12.
The successful candidate will lead and direct Madeira's special events, including oversight of the event budget, planning, logistics, communications, execution and follow up. The Coordinator will proactively assist with the management of the events calendar, developing ongoing strategies for engaging alumnae, parents and friends.
Coordinating and executing all aspects of Development Office events such as Reunion Weekend, Trustees' Circle Dinner, Alumnae Council Reception, regional cocktail receptions, lectures and panels; serving as the primary lead and point person for all Development events.
Supporting and executing campus events including Graduation, College Counseling Day, New Parent Dinner, and Family Weekend.
Developing and maintaining event planning timelines and checklists including scheduling, communications, budgeting and logistics.
Ensuring all events are coded and all attendees are recorded in the Raiser's Edge database. Ensuring event information is accurately maintained on the School website and Development Office calendar.
Preparing and providing event materials to key staff prior to regional events including name tags, attendee list, agendas, favors, and banners.
Maintaining supplies that are necessary for events.
Following events, tracks event attendees to monitor their engagement and support of the School and facilitating appropriate follow-up; monitoring impact of events recommending to improvements; facilitating post-event debriefing sessions to collect feedback.
Coordinating with outside vendors to secure contracts, menus, audiovisual equipment, and confirm any other event-related details.
Collaborating with the Director of Alumnae Relations and the Associate Director of Alumnae Relations to identify upcoming opportunities, trends, networking, and new approaches for enhancing the events program and stewardship of alumnae.
Partnering with internal departments in relation to events.
Overseeing event budgets (including paying vendors), orders event materials, reviews and negotiates vendor contracts to achieve expected results.
Creating mailing lists and RSVP lists using Blackbaud's Raiser's Edge database.
3-5 years of experience managing special events; previous experience in a school or university Development operation helpful
Previous experience with fundraising software; Blackbaud's Raiser's Edge preferred; proficiency in basic data management systems, and basic computer applications; willingness and ability to learn additional applications as needed
Knowledge of special events and stewardship
Excellent communication and interpersonal skills; ability to be diplomatic and demonstrate mature judgment; exception customer service
Ability to work independently and as part of a team with exceptional initiative
Excellent organizational skills with a particular ability to multi-task and prioritize work; attention to detail and ability to follow through
Demonstrated analytical and strategic thinking capabilities
Ability to handle sensitive and confidential matters with appropriate discretion
Ability to be a practitioner of diversity, equity and inclusion
Willingness and ability to work flexible work schedule, including occasional evenings and select weekends
Appreciation of and commitment to boarding and/or single sex education, diversity and to serving the needs of a diverse population
About Madeira School
The Madeira School is one of the country's premier boarding/day schools for girls in grades 9-12. For more than a century, Madeira has built a strong tradition of innovative teaching and learning, including hands-on, real world work experience for every student through Madeira’s award-winning Co-Curriculum experiential learning program. Located just outside Washington, DC, on the banks of the Potomac River in McLean, VA, Madeira enrolls 320 students from around the country and around the world.