Manager, Events & Facility Rentals

Vancouver, BC
December 9, 2019
Dec 9 2019
As Soon As Possible
Full Time

Manager, Events & Facility Rentals
Exciting Opportunity for an Extraordinary Event Planner
Full-time continuing contract

At Crofton House School, we inspire girls to discover and pursue their personal excellence from the first day of junior kindergarten to grade 12 and beyond.
Bound by our belief in the power of all-girls education, Crofton House School fosters a strong sense of community among educators, staff, students and families. Here, everyone can contribute to the strength of our learning environment – including you.

Crofton House School is seeking a full-time Manager, Events & Facility Rentals to join its Advancement Team.  The ideal candidate is an experienced and collaborative multi-tasker who will provide leadership and outstanding service, while overseeing the execution of a wide variety of Crofton House School events. The Manager oversees the execution of all event operations and logistics, including but not limited to event promotion, supplier relations, committee liaison, project timelines and budgets.  This role requires the Manager to work closely with all departments in the school, the Parent Auxiliary, outside vendors and stakeholders ensuring that all events are successful and enhance the reputation of Crofton House School. In addition, the Manager is responsible for developing a business plan inclusive of facility rentals and special summer programs.
This position reports to the Director, Advancement.
School Wide Events &  Signature Advancement Events

  • Plan and execute all school wide events, including signature events such as Annual Golf Classic, Winter Bazaar, School’s Birthday, alumnae reunions
  • Manage multiple volunteer committees
  • Acts as the primary liaison between parent committees, school departments and external vendors to ensure seamless preparation and execution of events
  • Develop annual budgets and goals for all events and maintain forecast of progress
  • Oversee execution of all event related logistics including rentals, contracts, purchase orders, RSVPs, advertising and collection of contact details and required event information
  • Research suppliers, negotiate quotes, manage contracts and oversee deliverables for all external vendors
  • Manage the organizing of all internal departments, such as Facilities, Catering and IT
  • Oversee and manage the Master Event Calendar to ensure proper scheduling and minimal conflicts among all school departments
  • Work closely with each departmental point-person (such as Admissions Coordinator) ensuring event logistics are managed prior to event date
  • Responsible for managing event debriefs and producing evaluations to inform future events
  • Other duties as required

Facility Rentals:

  • Develop and manage a sophisticated facility rental business plan that supports the vision of the School and generates revenue
  • Actively identify new opportunities to maximize revenue
  • Promote the School as an attractive and popular local destination through planning, marketing, strategic analysis, and negotiation skills
  • Advise clients on facility capabilities, required permits, company policies and procedures, and determine event costs and final settlement
  • Act as an expert and creative events resource for the school community, ensuring the highest quality events, consistent with the standard of Crofton House School
  • Other duties as required

Qualifications, Knowledge, Experience:

  • Degree in Event Planning, Project Management, Marketing, or a related field is preferred
  • A minimum of 3-5 years’ experience in special event planning, facility rentals, fundraising, and/or equivalent work experience
  • Strong project management skills
  • Self-motivated individual with demonstrated ability to provide leadership for event committee
  • Highly organized strategic planner capable of managing a diverse range of assignments while meeting multiple deadlines
  • Creative and flexible problem solver
  • Independent self-starter with strong negotiation skills and high initiative while remaining comfortable working within the framework of a collaborative, team-oriented environment
  • Able to maintain a high degree of confidentiality
  • Experience working with venues, A/V vendors, lighting and décor companies
  • Exceptional interpersonal skills and professional presence necessary to interact with donors, senior volunteers and stakeholders
  • Sound computer skills and experience with Microsoft Office applications applied to the preparation of proposals, reports and presentations
  • Familiarity with Raiser’s Edge and NXT as asset
  • Flexible to work outside normal working hours (evenings and weekends)

Employment and Application Details:
This role is scheduled to start in January 2020.

Employees of Crofton House School receive competitive compensation, including participation in Crofton House Pension Plan (RRSP), and generous support for professional, educational and leadership development. Please note that applicants must be able to legally work in Canada.
Apply online at  We will review applications as soon as they are received. Posting is ongoing until filled. Qualified applicants are encouraged to apply as soon as possible.
We thank all candidates in advance. We will, however, contact only those selected for an interview. No phone calls, please.
About Crofton House School
Crofton House School is a university preparatory day school for girls from junior kindergarten to grade 12. Set on a beautiful ten-acre campus in Vancouver, we offer an inclusive, supportive community of dedicated teachers, involved parents, and enthusiastic students. Collaborative, student-centred, inquiry-based education and world-class facilities create a unique learning environment where each girl can reach her full potential.