Special Events Manager

Position:
Special Events Manager

Location:

Bethesda, MD

Job Id:
377

# of Openings:
1

The mission of the Holton-Arms School is to cultivate the unique potential of young women through the "education not only of the mind, but of the soul and spirit." Founded in 1901 by two visionary women, Holton-Arms continues to cultivate a diverse, inclusive and equitable school community, to tend to the health and well-being of its members, and to build a global curriculum that responds to the learners in our classrooms and the world around us. In this vibrant community committed to academic excellence, our students are scholars, artists, and athletes who find their voices, take risks, learn from mistakes, pursue opportunities for leadership, and build lifelong friendships.

Caring, dedicated faculty and staff inspire our 665 girls and young women in grades 3-12 to realize the School's motto, "I will find a way or make one."

We seek applications from candidates of diverse backgrounds, talents, and interests who share a dedication and commitment to helping girls learn, grow and make their way in the world.

The Special Events Manager at Holton-Arms oversees the successful planning and implementation of school events that showcase the excellence, professionalism, dynamism, and warmth that distinguish the School. The Special Events Manager serves all constituencies, divisions, and departments to support the School by assisting with the planning, organizational, and communication needs for school events during the school year, including general support for fundraising and constituent engagement activities conducted by the Development Office. The Special Events Manager is a full-time 12-month position and reports to the Director of Constituent Relations in the Development Office.

Responsibilities

Events Management (60%)

• Create and implement a tiered system for event support, distinguishing between different levels of preparation and resources needed
• Support the coordination and staffing of major school events, including Convocation, Holiday Party, Commencement, and Senior Luncheons
• Coordinate the development, planning, and execution of all-school events, including high-priority events such as Convocation, Graduation, Admissions events, and Back to School Nights
• Serve as the primary point of contact for all event inquiries and organization
• Develop and manage event request forms and processes, including updating, tracking, debriefing, and closing out events in the database as assigned
• Manage weekly events meetings to prepare for upcoming events
• Coordinate with facilities, food service, IT, and other departments to ensure successful event setup, execution, and breakdown
• Oversee the creation and distribution of print and digital event invitations and promotions in partnership with the Communications Office
• Educate faculty, staff, volunteers, and other key constituents on proper procedures regarding events and ensure adherence to protocols, implementing and enforcing scheduling constraints for events where necessary

Calendar Coordination (20%)

• Support the school calendar and planning process, including conducting weekly calendar and events meetings
• Enter, monitor, and coordinate all events on the School's digital calendar
• Work with school Administrative team to help develop the school calendar and participate in calendar committee
• Constituent Relations (10%)
• Support the logistics of parent events on campus
• Support Parent Affinity Groups events and parent socials
• Manage and coordinate Head of School and Assistant Head of School speaking engagements and related logistics in coordination with the Director of Communications and Marketing

Development (10%)

• Assist in the management and execution of the Fund-A-Dream program
• Collaborate with the Development Office on alumnae engagement events and initiatives (including but not limited to alumnae regional gatherings, Reunion, Philanthropic Leadership Reception, Phonathons, campaign events, and other alumnae events)
• Assure discreet and confidential handling of all business
• Support fundraising events as directed by the Director of Development

Qualifications/Skills

• Bachelor's degree required plus two years of relevant work experience.
• Integrity, warmth, confidence, a positive outlook, a solid work ethic, and a good sense of humor
• Ability to interact effectively and be respected by the constituencies of the School community: all employees, the Board of Trustees, alumnae, parents, and friends of the School
• Excellent communication skills, both oral and written
• Proficiency in software such as Microsoft Word/Excel, Outlook, and Google Drive; knowledge of Raiser's Edge is a plus
• Ability to multitask and work successfully in a fast-paced environment
• Strong organizational skills with attention to detail
• Ability to learn via training classes, web-based training, and online documentation
• Capability to upgrade skills in order to meet changes in job requirements
• Excellent work ethic
• Possesses a "can-do" attitude

Statement of Diversity, Equity, Inclusion, and Belonging

Holton-Arms cherishes the uniqueness of each of our members including current and former students, faculty, and staff. We seek to create an inclusive environment that sees, values, and supports diverse identities and experiences, cultivates engaging discourse, and empowers our students to be thriving members of the global community.

At Holton-Arms, each of us is responsible for fostering an equitable, respectful, and just community. We are committed to:

• Discovering, developing, and valuing our full authentic selves.
• Deepening awareness of personal and systemic biases and being accountable for the impact of our words and actions.
• Developing an understanding of the historical origins and perpetuation of systems of power and privilege.
• Engaging in open and brave conversations that promote growth, understanding, connection, and agency.
• Embracing every individual as essential to the community.

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