Job Details

Sacred Heart Schools, Atherton
  • Position Number: 3158993
  • Location: Atherton, CA
  • Position Type: Conference and Events Administration

Director of Events

Job Details
Level : Experienced
Job Location : Sacred Heart Schools Atherton - Atherton, CA
Position Type : Full Time 12 - Month Schedule of Duties
Education Level : Bachelors Degree
Job Category : All Schools

Position Summary

Position Title: Director of Events
Date Modified: June 13, 2022
FLSA Classification: Exempt, 100% FTE, 12-month schedule of duties
Reports To: Director of Institutional Advancement

Position Summary: The Director of Events serves as the schools lead for the strategy, planning, and execution of projects, tasks, and events for fundraising, prospect development, donor stewardship, and community engagement. The Director of Events is the primary staff member spearheading the annual spring Auction and works with the Advancement team, staff and parent volunteers on various events in support of the community. The Director of Events is expected to engage enthusiastically in the life of the School, leveraging daily interactions and major school-wide events alike for cultivation opportunities with all constituencies. The Director of Events supervises and provides mentoring and guidance to the Events Manager.

Event Management
  • Develop comprehensive plans and timelines for events; conducting post-event debriefings to evaluate successful elements and challenges encountered, incorporating that information into the planning and execution of subsequent events;
  • Oversee the production of events, including content development, venue selection, site visits, collateral materials, data management, RSVP management, catering, volunteer coordination, and event-day logistics.
  • Develop and maintain high professional standards and procedures for the execution of events.
  • Lead all event-related meetings ensuring proper communication with chairs and staff regarding event goals, responsibilities, and follow-up.
  • Recruit, direct, guide, solicit, and steward parent Auction volunteers, including co-chairs. Maintaining exemplary relationships with event chairs, volunteers, and vendors while identifying appropriate new business relationships.

    Community Engagement
  • Work with the Director of Institutional Advancement, Advancement Team, Parent Associations and School Administration Council to provide oversight to the planning and implementation of SHS community events.
  • Serves as the Advancement Office liaison to the Parents' Associations and assists with their events by cultivating relationships and providing guidance for event development, budgeting, promotion, logistics, and other issues as applicable. Ensure school messaging and brand standards are upheld.
  • Coordinate with the Director of Communications to develop marketing messages and collateral marketing materials for special events.
  • Collaborate with the Director of Admissions to develop and implement a New Parent program aiding in the transition from student admittance to the start of school onboarding. Including but not limited to Welcome Events, volunteer opportunities, etc.

    Donor and Volunteer Engagement
  • Lead event volunteers. This includes developing goals and objectives for committees, facilitating meetings, and guide committees towards successfully meeting the established budgets and timelines.
  • Develop and implement recruitment plans and fundraising strategies (as applicable) for events. Organize, recruit and train event volunteers as needed. Assist in the recruitment, cultivation, and stewardship of volunteers.

    Donation Solicitations Management
  • Identify and solicit prospects for donations for annual auction and special events. Desired donations include auction items, underwriting, in-kind donations of goods or services that are used for events.

    Budget and Vendor Relations
  • Create and adhere to project budgets and timelines for events.
  • Track and collect funds raised for special events. Monitor progress of registration, ticket sales, rsvps, and adjust plans as appropriate.
  • Work with the Director of Institutional Advancement to create income and attendance projections for events. Conduct post-event follow up reports, meetings and action steps.
  • Coordinate with CFO and Controller to manage budget and track and collect funds raised for events. Review and approve invoices for payment; maintaining regular tracking of actual expenses against budget. Complete pre and post-event reconciliations with the business office.
  • Work closely with and negotiate with external vendors to coordinate goods and services for special events. Manage relationships and bidding process to ensure the best service and most efficient cost for goods and services. Negotiating vendor contracts within strict budgetary parameters.

    Required Qualifications:
  • A clear commitment to the educational philosophy of the school as articulated in the Goals and Criteria of Sacred Heart Schools and the ability to incorporate these values to the duties of the job.
  • Bachelor's degree from an accredited four-year college or university. A Master's degree from an accredited four year college or university is strongly preferred.
  • Three (3) or more years of experience working directly in fundraising and/or event planning. Five (5) or more years of experience working directly in fundraising and/or event planning are preferred.
  • Previous work experience in a school or non-profit environment and experience with fundraising, specifically auctions are highly desired.
  • One (1) or more years of full supervisory experience including mentoring, timecard oversight, scheduling, and disciplinary action.
  • Strong project management skills with demonstrated ability in planning projects, communicating with stakeholders, developing and monitoring budgets, completing work with minimal supervision and meeting project deadlines.
  • Ability to negotiate purchasing contracts
  • Demonstrated ability and experience with outreach, cultivation, and relationship-building with new prospects for donations.
  • Well-organized, able to change work focus quickly and constantly throughout the day, as well as determine priorities with minimal supervision.
  • Willingness and ability to perform at a high level under extreme stress.
  • Exceptional people skills and phone etiquette, maintaining a positive, pleasant demeanor to all constituencies.
  • Ability to apply common sense understanding and extreme diplomacy while communicating instructions in written or oral form. Demonstrated experience and excellence with volunteer relations.
  • Ability to maintain a calm demeanor under all circumstances.
  • Must demonstrate competency with basic PC, word processing applications and basic office equipment. Proficiency with Auction Maestro software is strongly desired.
  • Proficiency with Raiser's Edge or other similar donor management software, online event registration tools and Meeting Matrix and/or other meeting planning software is strongly desired.
  • Ability to communicate effectively with all constituents in a school environment employing excellent writing and speaking skills.
  • Commitment to appropriate use of sensitive and confidential constituent data and familiarity with relevant privacy laws.
  • Demonstrated excellent attendance and punctuality.
  • Excellent time management and organizational skills.
  • Flexibility to attend evening and/or weekend events

    Physical Requirements and Work Environment:
  • Regularly sit, talk, hear and to visually intercept visitors.
  • Must comply with all state vaccination requirements and show proof of vaccination including but not limited to COVID-19 or proof of eligibility for exemption.
  • Be able to safely and comfortably lift up to 50 lbs. on occasion and regularly lift up to 15 lbs.
  • Ability to regularly move safely and comfortably over a 64 acre campus.
  • Regularly uses close and distance vision.
  • May work at a desk and computer for extended periods of time( up to 10+ hours per day)
  • Turn bend, reach and occasional use a ladder.
  • Work in a traditional climate controlled office environment and outdoors in weather typical of the mid-peninsula Bay area.

    To apply, visit:

    Salary: Please note that if there is a salary estimate listed for this position, it is being automatically generated from the career website and may not be an accurate reflection on the salary for this position. However, we offer competitive compensation based on years of experience and skills level. This position offers health and welfare benefits subject to plan parameters, including medical, dental, vision, Life & LTD, 403(b) retirement plan and more.

    To apply, visit

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