Administrative Assistant to the Events Office

Administrative Assistant to the Events Office

Brentwood School, a vibrant and diverse K-12 independent school, is looking for an Administrative Assistant to the Events Office. The Administrative Assistant will report to the Director of Events and support the Director of Events and the Assistant Director of Events. This is a non-exempt, full-time, 12-month position with occasional evening and weekend work required.

The Administrative Assistant to the Events Office provides high-level administrative, logistical, and operational support to the Director of Events and Assistant Director of Events in the planning and execution of the School's comprehensive events program. This role serves as the central administrative coordinator for the Events Office and helps ensure the efficient organization, communication, scheduling, and execution of institutional events across the School community.

The Administrative Assistant manages calendars, event documentation, vendor communications, RSVP systems, purchasing and invoicing processes, and day-to-day office operations while helping maintain exceptional organizational standards and constituent service. The role requires strong attention to detail, professionalism, discretion, hospitality, responsiveness, and the ability to manage multiple priorities in a fast-paced, highly collaborative environment.

The position supports events that may include advancement and fundraising functions, admissions programs, trustee meetings, alumni gatherings, parent events, academic and arts programs, athletics events, faculty and staff functions, and major institutional ceremonies. This role is grounded in the operational and constituent-facing responsibilities reflected in the School's broader events structure.

It is expected that a successful candidate would:

• Provide day-to-day administrative support to the Director of Events and Assistant Director of Events.
• Manage calendars, scheduling, meeting coordination, and event planning appointments for the Events Office.
• Coordinate office communications, including email correspondence, vendor outreach, meeting agendas, and follow-up communication.
• Support event planning and execution by maintaining timelines, task lists, run-of-show documents, checklists, seating charts, guest lists, and event files.
• Manage RSVP tracking, guest registration systems, invitation responses, and attendee communications.
• Prepare and organize event materials including nametags, signage, packets, programs, briefing documents, and event supplies.
• Coordinate contracts, invoices, purchase orders, payment requests, reimbursements, and budget tracking documentation in partnership with the business office.
• Serve as a liaison with internal departments including advancement, admissions, communications, athletics, facilities, food service, public safety, and technology teams.
• Communicate with vendors regarding scheduling, deliveries, setup requirements, invoices, and logistical coordination.
• Maintain the Events Office calendar, event database, vendor files, and organizational systems.
• Assist with room reservations, space scheduling, and event setup coordination.
• Support on-site event operations as needed, including registration, guest hospitality, troubleshooting, and event logistics.
• Help maintain inventory of event supplies, materials, dcor items, and office resources.
• Assist with post-event follow-up, surveys, documentation, and reporting.
• Provide general office support including filing, copying, document preparation, and data entry.
• Help ensure that all interactions with parents, trustees, alumni, faculty, students, donors, vendors, and guests reflect the School's standards of professionalism and hospitality.
• Engage in professional and personal development with a consistent commitment to growth
• Participate and initiate opportunities that demonstrate one's growth, knowledge, and skills
• Commitment to fairness and to fostering community
• Other duties as assigned by the Director of Events or Assistant Director of Events or the Senior Administrative Team

Qualifications:

• Bachelor's degree preferred.
• Prior administrative support experience required; experience supporting events, advancement, hospitality, or executive operations strongly preferred.
• Experience in an independent school, higher education, nonprofit, hospitality, or similarly high-touch environment is preferred.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Excellent interpersonal skills with a professional, service-oriented demeanor.
• Ability to manage multiple priorities simultaneously while maintaining accuracy and composure.
• Strong proficiency with Microsoft Office, Google Workspace, spreadsheets, databases, and event management or RSVP systems.
• Ability to handle sensitive and confidential information with discretion and judgment.
• Flexibility and willingness to support evening and weekend events as needed.

In addition, a candidate should possess the following personal qualities:

The ideal candidate is warm, highly organized, dependable, detail-oriented, and energized by supporting a dynamic and fast-paced events environment. This individual thrives behind the scenes, anticipates needs proactively, communicates clearly, and takes pride in helping create polished and welcoming experiences for all members of the School community. The successful candidate demonstrates professionalism, responsiveness, teamwork, and a strong commitment to service and operational excellence.

While being vaccinated for COVID-19 is not required, it is strongly recommended.

COMPENSATION: Brentwood School's diverse and talented faculty ranges widely in experience level, from those new to teaching to veterans who are experts in their respective disciplines with 30+ years of experience. Our salary range, of $45,000 to $65,000, includes all levels of experience. Salaries are determined based on years of experience, education, full- or part-time status, and number of months worked per school year. Salary ranges do not include benefits i.e. 403b retirement matching, paid lunch and various other benefits of being a member of the Brentwood School community.