Troy, Michigan
Alexandria, Virginia
Alexandria, Virginia
Los Angeles, California
San Francisco, California
Albany, New York
Posted: 18-Dec-24
Location: Pasadena, California
Type: Full Time
Salary: $80,000 to $95,000
Preferred Education:
Building community is at the heart of Polytechnic School. The Associate Director, Community Events reports to the Executive Director of Alumni and Community Relations, and is responsible for coordinating around 40 community gatherings annually. They work collaboratively with stakeholders across campus, including administration, faculty and staff, parents/caregivers, and alumni, as well as external vendors. As such, the Associate Director, Community Events plays a vital role in planning and executing events that engage the greater Poly community, foster a sense of belonging, and advance the School's mission and values.
The ideal candidate will demonstrate a proven track record of organization, creativity, flexibility, and collaboration, as well as experience planning and producing a wide range of events. They are highly detail-oriented, a strong communicator, a motivated self-starter and a team player.
PRIMARY RESPONSIBILITIES
The Associate Director, Community Events focuses on three broad areas related - these include event planning and execution; administration; and stakeholder engagement.
Event Planning and Execution
- Conceptualizes, plans, and executes events including faculty and staff gatherings, Admission events such as Open Houses, Back to School Nights, Trustee gatherings, Grandparents and Special Friends Day, Senior Dinner, and Reunion, and donor cultivation events - among others - in partnership with campus partners.
- Researches and makes recommendations for venues and vendors.
- Oversees the creation and development of core event-related communications.
- Partners closely with the Operations team for the execution of all campus events from set-up to tear down including overseeing event vendors, ensuring facilities are ready to welcome guests, etc.
Event Administration
- Ensures that accurate event record-keeping is retained and standardized.
- Creates, manages and reconciles budgets for each event, as well as oversees annual event expenditures.
- Consistently updates current knowledge of industry best practices.
Event Stakeholder Engagement and Management:
- Plays a key role in setting the annual school-wide cultivation and engagement strategy for Poly students, parents, alumni, friends, and donors.
- Develops and manages detailed event timelines, budgets, roles and responsibilities, and resource allocation plans.
- Communicates effectively to maximize event participation and manages RSVPs and guest accommodations as needed.
- Creates and implements a tiered system for campus-wide event support.
- Performs other duties as assigned.
SKILLS
- Fluent in best practices related to event organization and implementation, with particular attention to sustainability and waste reduction.
- Dynamic interpersonal skills with the ability to comfortably and confidently interact with a diverse community.
- Knowledge of and/or ability to learn programs, such as Raiser’s Edge, Google Suite, and other digital platforms.
- Experience managing multiple priorities and projects in a results-driven environment while demonstrating exceptional organizational skills and attention to detail.
- Skilled negotiator, problem solver, and independent decision maker.
MINIMUM REQUIREMENTS
- Bachelor’s degree or equivalent.
- At least 3-5 years of professional experience in event management, advancement or similar experience with a preference for prior experience in independent school/higher education or non-profit.
- Excellent communication skills, with an ability to form strong, positive relationships.
- Interest in fostering diversity, inclusion, and social justice to promote a healthy learning and work environment.
- Experience managing multiple priorities and projects in a results-driven environment while demonstrating exceptional organizational skills and attention to detail.
- An interest in all aspects of school life, including faculty and student activities.
PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT
- Frequent event work to include occasional nights and weekends.
- Local travel within the community is required.
- Work at a desk and computer for extended periods of time.
- Ability to lift up to 30 lbs.
- Work primarily in a traditional climate-controlled environment but intermittently in outside weather conditions, including extreme heat and cold.
BENEFITS
A full benefits package includes medical, dental, and vision coverage and a 403 (b) retirement plan.
Equal Opportunity Employer
In order to provide equal employment and advancement opportunities to all individuals, Poly will recruit, hire, train, and promote faculty and staff without regard to an individual’s race, color, sex, gender identity, genetic information, sexual orientation (including heterosexuality, homosexuality and bisexuality), national origin, ancestry, citizenship status, uniformed service member status, marital status, pregnancy, age, medical condition and physical or mental disability (whether perceived or actual), or any other consideration made unlawful by federal, state, or local laws. School policy also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.