Advancement Events Officer

Advancement Events Officer

Advancement Events Officer

Full Time

Start in August 2022

 

Working at York House School

York House School is a vibrant and close-knit school community where people feel valued, engaged, and connected to the school. All Staff contribute towards our rigorous and innovative programs that enable our Yorkies to develop knowledge, skills, and global competencies to succeed in the world beyond our doors. 

 

About this Role

York House School seeks an individual with a flair for events that will engage with our dynamic school community. The Advancement Events Officer will develop, execute, and support a wide variety of school-wide and advancement-related special events throughout the school year. These events range in size and scope from small to large and require coordination both onsite as well as outside of the school. This role will work closely with various stakeholders within the York House School community including the Administration Team, Parents’ Association, Alumnae Association, and YHS Foundation to execute many school-focused, community building, and fundraising events. This position works a varied schedule related to the hours and days of events held, which at times, are held outside of office hours.

 

Event Responsibilities

  • Work with Communications and Advancement & Alumnae Relations teams to develop a complete calendar of events for the school year
  • Work collaboratively with members of the Administration team to execute various school events including  events such as Graduation, Prizegiving, student-related events and performances, parent coffee mornings, donor stewardship events
  • Liaise with the Parents’ Association and attend meetings as required including attending monthly Parents’
  • Association meetings to support the coordination of events throughout the year
    Coordinate and support volunteer committees to ensure successful event execution
  • Create detailed proposals, critical paths, rundowns, and budgets for all events
  • Draft and prepare correspondence, event agendas, and assist in the coordination for the production of formal invitations and programs for special events
  • Develop and share RSVP lists with event leaders prior to all events
  • Ensure that event requirements are communicated to individual departments
  • Coordinate with internal departments to ensure the availability of space and services and make calendar bookings 
  • Liaise with a variety of external vendors or organizations to arrange audio visual, security, parking, signage, photography, food & beverage, liquor licenses, and décor for various events
  • Coordinate and assist with set-up and tear down of each event
  • Confirm budget for each event, track expenditures, and process invoices for payment with our Finance department 
  • Capture feedback following key events and adjust as needed for subsequent events
  • Work with the Advancement Services Specialist to ensure that event information and details for ticketed events are captured and processed in the Raiser’s Edge Advancement  database
  • Develop and improve upon procedures, processes, guidelines, and reference documents as they relate to events 
  • Support the execution of domestic and international Advancement & Alumnae engagement events for key stakeholders 

 

Other Responsibilities

  • Respond to  facility rental inquiries, coordinate confirmed bookings, develop a payment schedule, enter bookings into the Facilities Rental Calendar, and ensure that the necessary documentation is completed (including proof of 3rd party insurance)
  • Development of a robust Volunteer Recognition Program
  • Assist with other operational areas when support is needed (Finance, Human Resources, Junior School, Senior School) during the summer and during non-event periods
  • Maintain inventory of promotional merchandise including sourcing and ordering
  • Other duties as assigned 

 

Knowledge, Skills, and Experience

  • Exceptional organizational skills
  • Ability to prioritize multiple project requests
  • Works well in a fast-paced environment
  • Outgoing individual who is committed to building strong relationships with a variety of our constituent groups and stakeholders including volunteers, donors, alumnae, and staff
  • Ability to exercise absolute confidentiality when working with constituent/donor information
  • Ability to demonstrate sound judgment, tact, diplomacy, and discretion in the performance of job duties
  • Must exhibit excellent oral and written communication skills
  • Ability to prioritize and handle multiple tasks simultaneously as well as work with and support others to complete projects and work within deadlines that may conflict
  • Pays meticulous attention to detail in all aspects of the job and be able to work independently to accomplish goals
  • Attend meetings and functions after business hours when necessary
  • Strong interpersonal skills, including flexibility, patience, and integrity
  • Ability to learn and adapt new systems quickly; experience with Raiser’s Edge is an asset

 

Qualifications

  • Post Secondary Education in a related discipline
  • 2-4 years of experience managing events
  • Demonstrated computer literacy and competency in social media, Adobe suite, Microsoft Suite, Google products, and Raiser’s Edge
  • Must have a valid BC Driver’s License (own vehicle is an asset)

 

Review our Career Page for more information about benefits and programs for staff.

 

Please apply online here.

 

This posting will remain open until the position is filled. Qualified applicants are encouraged to apply as soon as possible. Applications will be reviewed after August 15, 2022, when the hiring committee returns from summer vacation. All employees of YHS must be able to provide a passed vulnerable sector screening criminal record report. We thank all candidates for their interest; however, only those selected for an interview will be contacted. 

 

About York House School

York House School, located in the heart of Vancouver, is one of Canada’s leading independent schools for girls. Founded in 1932 by seven progressive and insightful women, York House provides an outstanding education for approximately 650 girls from Junior Kindergarten to Grade 12. For more information about York House School, please visit our website at yorkhouse.ca.

To apply for this job please visit yorkhouse.bamboohr.com.

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