Campus Events Manager

The Campus Events Manager is responsible for the planning and implementation of school-wide and Advancement events at Westmark School. The Manager also handles logistics for all events at the Head of School’s home. Events range from small, intimate dinners to large-scale galas and campus-wide events. The Campus Events Manager reports to the Director of Advancement.
RESPONSIBILITIES

●       Events

o   Consults with staff and volunteer leadership; conceptualizes the event, including purpose, target audience, key themes and messages, location, and timeframe;

o   Ensures that date of event is cleared on key individuals’ calendars and added to the Westmark master calendar;

o   Forms committees and conducts meetings, as appropriate, to assist in the planning and implementation of events;

o   Develops event scenarios; scripts and schedules the run-of-show for each event;

o   For recurring events, brings creativity to ensure that events remain captivating and interesting;

o   Makes arrangements for facilities, food service, decorations, audio-visual, and other logistics;

o   Participates in briefings for Westmark administrators, trustees, and others about their respective roles in events;

o   Ensures that the appropriate individuals receive event briefing packets to review with adequate lead time (including guest list with pertinent information, program scenario, script, etc.);

o   Collaborates with Marketing and Communications staff in producing materials associated with the event;

o   Attends events and ensures that the event runs smoothly – actively executing and checking setups, managing vendors and staff, and handling any difficulties as they occur to minimize disruption;

o   Secures underwriting and sponsorship for events, as appropriate;

o   Prepares written evaluation after each event, including conferring with appropriate persons to analyze successes and failures; and

o   Oversees the master calendar of events.

Spring Gala

o   Works collaboratively with the Director of Development and the Westmark Parent Association to plan this annual event designed to build community and raise funds for financial aid and special projects at the School;

o   Develops a detailed timeline for the event and prepares a realistic budget, including revenue and expenses;

o   Collaborates with volunteer leadership to determine the overall theme of the event;

o   Provides leadership and training to committees, volunteers, and staff contributing to the success of the event;

o   Oversees enlistment of entertainment; reviews and approves related contracts with the Director of Advancement;

o   Works with the Advancement Services Manager to compile lists for acknowledging donations, sponsorships, and other gifts;

o   Plans and executes paddle raise and silent and live auctions in partnership with the Advancement Associate;

o   Manages procurement of auction items;

o   Makes arrangements for facilities, food service, decorations, audio-visual, and other logistical arrangements, including negotiating contracts with vendors;

o   Arranges seating and identification of guests, as needed; and

●       Additional duties, as assigned.

QUALIFICATIONS

●       Bachelor’s Degree and 5+ years of experience in event planning and management

●       Effectively communicate the mission and vision of Westmark School to internal and external constituencies

●       Demonstrate an ability to coordinate all phases in planning and executing an event, paying attention to all timelines and details, and the ability to organize others and establish and balance multiple priorities

●       Possess excellent organizational, written, verbal, and interpersonal skills, as well as strong computer skills including events management software

●       Approach the work with a high level of enthusiasm and energy, with an entrepreneurial spirit and a willingness to execute with the rest of the team

●       Experience managing and motivating volunteers

●       High degree of discipline in establishing schedules and pursuing targeted objectives

●       Maintain professional and ethical standards for handling confidential information.

●       Become involved in the life of the School, including attending academic, performing arts, and athletics events

PHYSICAL DEMANDS AND WORK ENVIRONMENT

While performing the duties of this job, the employee is required to sit in on meetings and work on a computer for long periods of time; and is regularly required to walk, reach with hands and arms, balance, stoop, talk, and hear. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by the job include close vision, distance vision, and the ability to adjust focus.

COVID-19

Westmark School follows CDC and LACDPH protocols for K-12 schools.  All faculty and staff are required to be fully vaccinated for the COVID-19 virus, including any booster shots.

To apply, please send a letter of interest and resume to:

Attn: Mary-Ellen Lavigne, Director of Advancement

[email protected]

Westmark School | 5461 Louise Avenue | Encino, CA 91316

www.westmarkschool.org

 

Westmark School is an equal opportunity employer and makes employment decisions on the basis of merit and job performance. School policy prohibits discrimination based on race, color, creed, gender, gender identity or expression, religion, marital status, age, national origin or ancestry, physical or mental disability, medical conditions (including genetic characteristics or information), sexual orientation, or any other consideration made unlawful by federal, state, and local laws.