Gala Director

SUMMARY:

Under the supervision of the Director of Advancement, implement the annual gala program, with specific responsibility for Gala Fundraising, and assist with other strategic departmental fundraising campaign efforts. A seasoned event planner with extensive experience managing large non‑profit fundraisers, hosting over 700 guests for cocktails, dinner, dancing, and involving dynamic programming, including silent and live auctions and entertainment. Experience working with 50+ volunteers and managing marketing, communication, software, and party planning is essential.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Oversee all aspects of the annual Gala Auction each fiscal year, grossing over $2M per year and contributing significantly to the school’s annual budget. Cultivate and participate in the enlistment of co‑chairs and volunteers for Gala committees with responsibilities including item solicitation, underwriting, computer input, advertising, donor sponsorship, and party planning. Oversee weekly management and workflow of co‑chairs and volunteers for each committee’s projects. Maintain and enhance the success of the silent and live auctions, supporting co‑chairs in conceptualization and implementation. Support volunteers in processing auction items and maintaining the gala database. Guide and support the co‑chairs and party committee in conceptualizing and executing the party. Work closely with venue staff and vendors, including caterer, AV and lighting, entertainers, and producers. Oversee technology logistics related to data processing of donor items and inventory, and guest lists using various software platforms Manage inventory processing for catalog creation, editing, and conversion. Manage tribute book ad sales, and the creation and distribution of tribute books. Manage mobile bidding software platform and use. Work with the Director of Communications to manage the gala website, communications, and social media presence. Oversee concept, content, and management of gala promotional films and campaigns. Oversee transfer of data related to ticket purchases, donations, and other types of gift processing between platforms by the Database Manager. Finalize post‑event data cleanup to ensure proper reconciliation of all donations and ticket purchases. Manage gala data analytics. Manage every aspect of the event from hands‑on tasks of volunteer coordination to management of all event technology in cooperation with the venue and the IT team. Review all contracts, secure insurance paperwork from vendors, manage event budget, and account for all post‑event statistical data and reporting. Coordinate pick‑up of items by purchasers within two weeks of the event. Manage all post‑event details, including working with the Business Office to perform reconciliation of vendor and purchaser payments, curating the annual report gala list, and reorganizing the Parent Association Room. Participate in the annual budgeting cycle. Recognize, acknowledge, and steward gala volunteers Contribute to Advancement Department meetings on the strategy and implementation of ongoing fundraising programs. Communicate respectfully, clearly, and honestly in verbal, electronic, and written form with parents, administrators, and colleagues, and maintain a sensitive, cooperative, and flexible demeanor in interactions. Positively contribute to the schoolwide community. Demonstrate professionalism through reliability, punctuality, and personal appearance and self‑care, and maintain personal integrity and a respectful attitude in all relationships, and positively contribute to the school community. Provide for the physical safety of children through anticipation and removal of hazards, visual observation of children active or at rest, and by appropriately responding to injuries. Follow all personnel policies and the guidelines of the Emergency Response Plans, and take responsibility for students’ safety in an emergency situation or drill.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty to the satisfaction of the administration. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

BEHAVIORAL SKILLS:

Demonstrate personal integrity, friendliness, patience, fairness, openness, non‑defensiveness, sensitivity, flexibility, and enthusiasm.

LANGUAGE SKILLS:

Ability to read, analyze, and interpret written documents, professional literature, and other material. Ability to write reports and letters. Ability to verbally present information and respond to children, parents, colleagues, and administrators. Ability to communicate effectively with parents, students, and colleagues.

TECHNICAL SKILLS:

Very High comfort level and proficiency with technology as a communication tool and the ability to utilize and manage multiple software platforms. Ability to use simple tools and machines, such as copiers, binders, and laminators. Ability to use computers to write reports, compose letters and emails, create documents, and communicate with parents. Willingness to provide own general clerical support.

REASONING ABILITY:

Ability to solve practical problems and apply common sense and good judgment in dealing with everyday and emergencies. Ability to interpret a variety of instructions.

PHYSICAL DEMANDS:

The physical demands described here are representative of those required to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions: The employee is regularly required to talk and hear; to stand, walk, sit, stoop, kneel, crouch, crawl, and climb; to use hands to finger, handle, or feel objects, tools, or controls; to reach with hands and arms. Specific vision abilities required include close vision, distance vision, peripheral vision, and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those a teacher encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment varies from quiet to moderate to noisy. Three or more years of experience in event fundraising for 500+ guests for school or nonprofit organizations, preferably in the areas of budget management, solicitation, auction item curation, event programming, constituency development, and volunteer management. #J-18808-Ljbffr National Association of Independent Schools