Special Events Manager

Description

Position Overview:

The Blake School’s Institutional Advancement Office seeks a highly skilled special events manager to lead the implementation of advancement and key schoolwide events.

The special events manager is an integral member of Blake’s 11-person advancement team. Reporting to the chief advancement officer and partnering with colleagues across the school, this role manages a portfolio of high-profile events and supports advancement and alum engagement initiatives.

The special events manager serves a broad range of stakeholders, including donors, alumni, families and students, and plays a critical role in delivering events that reflect Blake’s values and strengthen community connection. A successful manager brings strong project management skills, exceptional attention to detail and a collaborative, service-oriented approach with the ability to manage multiple priorities in a dynamic environment. The special events manager exercises judgement and discretion in event design, resource allocation and budget tracking, vendor selection and operational planning. The manager plays an essential leadership role by directing logistics, staffing, vendor coordination and more for large-scale school events. This role follows an in-person, on-campus work model.

Requirements

Essential Functions and Responsibilities:

• Manage logistical details for advancement events
  • Coordinate on- and off-site event logistics including, but not limited to, registration, catering, event materials and equipment, audio visual resources and vendors
  • Develop event theme and design, floor plan and production timeline
  • Calculate and manage budgets and negotiate vendor and venue contracts 
  • Reflect Blake branding through events
  • Ensure advancement staff are adequately prepared by sharing necessary event information and details in advance
  • Provide work direction to campus partners buildings and grounds, transportation and security and Taher food services to ensure strong coordination
  • Complete event follow-up, including debriefs, record-keeping, budget tracking, invoicing and thank you notes and gifts
• Coordinate the Advancement Office’s annual events calendar
  • Generate, advise on and maintain the yearly calendar of events 
  • Liaise with Head of School Office to build advancement and school events for year ahead
• Coordinate signature school events in partnership with other departments and teams 
  • Plan logistics and manage key details for large-scale school events including Homecoming, Convocation, Legacy Day and Commencement
  • Liaise between parent volunteers and buildings and grounds, transportation and security and contracted vendors as advisor for Parent Association events
• Demonstrate interest in and support for the school’s mission by being an active member in the school community
• Perform other duties as needed

Experience & Skills:

Required  Qualifications:

• Bachelor’s degree
• Three to five years experience managing complex, multi-layered events from concept to execution
• Experience managing budgets and negotiating vendor contracts
• Excellent interpersonal and communication skills with the ability to collaborate across departments and with volunteers
• Ability to communicate effectively across diverse audiences and stakeholder groups
• Ability to stay calm under pressure
• Ability to work positively in support of Blake’s mission, values and commitment to pluralism
• Ability to work with multiple and changing priorities as part of a team
• Knowledge of Microsoft Word and Excel and ability to learn new systems and software
• Ability to work evenings and weekends as necessary

Preferred Qualifications:

• Prior experience in advancement, preferably direct involvement in development, alumni engagement, special events or communications
• Experience using relational database, preferably Veracross or Raiser’s Edge
• Experience managing project budgets

Application Process:

Interested candidates should submit a cover letter, resume and at least three references via Blake’s online application system. The position will remain open until filled.

Disclaimer:

The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job, nor are they intended to be an all-inclusive list of the skills and abilities required to do the job. The duties and responsibilities in this job description may be subject to change at any time due to reasonable accommodation or other reasons.