Assistant Director of Events

Assistant Director of Events Brentwood School, a vibrant and diverse K-12 independent school, is looking for an Assistant Director of Events. The Assistant Director of Events will report to the Director of Events. This is an exempt, full‑time, 12‑month position with evening and weekend work required. Position Summary The Assistant Director of Events supports the planning, coordination, and execution of the School’s comprehensive portfolio of events, including advancement, admissions, academic, arts, athletics, alumni, parent, trustee, donor, and community programs. Working in close partnership with the Director of Events, this position helps ensure that all events reflect the School’s mission, standards of excellence, hospitality, and institutional brand. The Assistant Director serves as a key operational partner responsible for managing logistics, coordinating vendors and internal stakeholders, maintaining event systems and timelines, and supporting on‑site execution for both on‑campus and off‑campus events. The role requires exceptional organizational ability, strong interpersonal skills, attention to detail, flexibility, and the capacity to manage multiple concurrent projects in a fast‑paced environment. This role is designed as a highly collaborative, hands‑on position that combines project coordination, operational execution, hospitality, and constituent service. Responsibilities Support the planning and execution of School events ranging from small meetings and receptions to large institutional programs and celebrations. Assist in maintaining the School’s master events calendar and help coordinate timing, staffing, and space utilization across campus. Partner with departments including advancement, admissions, communications, athletics, facilities, technology, public safety, and food service to ensure smooth and well‑coordinated event execution. Help create detailed event timelines, production schedules, run‑of‑show documents, checklists, seating plans, and staffing plans. Serve as an on‑site event lead or support representative during events, helping oversee setup, guest experience, troubleshooting, vendor management, and breakdown. Coordinate with internal food service providers and outside caterers to support hospitality needs for events. Assist in identifying, scheduling, and managing external vendors including caterers, photographers, rental companies, entertainers, florists, transportation providers, and audiovisual teams. Monitor event RSVPs and support invitation, registration, and communication processes in collaboration with the communications and advancement teams. Maintain organized event records, contracts, invoices, budgets, and purchasing documentation. Track event expenditures and assist with budget monitoring, reconciliations, and financial reporting. Conduct venue walkthroughs and assist with event setup planning, traffic flow, accessibility considerations, and contingency planning. Help develop and maintain standardized systems, templates, workflows, and procedures that improve operational consistency and efficiency. Support post‑event evaluations, stakeholder feedback collection, and reporting efforts to improve future events. Supervise temporary event staff, volunteers, and student workers as assigned. Represent the School professionally and warmly in interactions with parents, trustees, alumni, faculty, students, donors, community partners, and vendors. Engage in professional and personal development with a consistent commitment to growth. Participate and initiate opportunities that demonstrate one’s growth, knowledge, and skills. Commit to fairness and fostering community. Other duties as assigned by the Director of Events or Senior Administrative Team. Qualifications 3–5 years of progressively responsible experience in event coordination, hospitality, advancement operations, or related fields preferred. Experience in an independent school, college/university, nonprofit, hospitality, or similarly high‑touch environment is strongly preferred. Strong organizational and project management skills with the ability to manage multiple priorities simultaneously. Excellent interpersonal, written, and verbal communication skills. Strong attention to detail and commitment to high‑quality execution. Ability to work collaboratively across departments and build positive working relationships with diverse constituencies. Experience working with event management software, spreadsheets, databases/CRM systems, and productivity platforms. Ability to remain calm, flexible, and solutions‑oriented under pressure. Availability to work evenings and weekends as required by the School’s event calendar. Personal Qualities The ideal candidate is energetic, organized, service‑oriented, and highly collaborative, with genuine enthusiasm for creating polished and memorable experiences. This individual is proactive, adaptable, detail‑focused, and comfortable managing both behind‑the‑scenes logistics and front‑facing hospitality responsibilities. The successful candidate will demonstrate professionalism, discretion, creativity, and a strong commitment to supporting a vibrant and welcoming school community. While being vaccinated for COVID‑19 is not required, it is strongly recommended. Compensation Brentwood School’s salary range for this position is $70,000 to $90,000, based on years of experience, education, full‑ or part‑time status, and number of months worked per school year. Salaries do not include benefits such as 403(b) retirement matching, paid lunch, and other benefits of being a member of the Brentwood School community. #J-18808-Ljbffr