Special Events Coordinator

Description

Summary 

The Special Events Coordinator leads the planning and execution of fundraising, alumni, donor stewardship, and school-wide events. This role oversees event strategy, logistics, communications, and budgeting, ensuring all events reflect the school’s mission and create meaningful engagement opportunities for members of the school community, including alumni, parents, donors, and friends. The Special Events Coordinator also serves as the primary liaison to the Saint Xavier Parents’ Association, supporting parent engagement across school events.  

Duties & Responsibilities 

• 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.  

This job description is not designed to cover or contain a full listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

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. 

This position requires a background check, and the employee must complete the Safe Environment Training course offered through the Archdiocese of Louisville. The course must be completed within 30 days of employment.