Events and Advancement Coordinator

Events & Advancement Coordinator

Washington Episcopal School seeks a highly organized, detail-oriented, and deadline-driven Events & Advancement Coordinator to support the planning and execution of community, fundraising, enrollment management, and schoolwide events.

This is a hands-on role for someone who enjoys both planning and doing. The Events & Advancement Coordinator helps ensure that WES events are welcoming, organized, mission-aligned, and well-executed from start to finish. This includes managing timelines, preparing materials, coordinating vendors and volunteers, supporting event promotion, tracking expenses, assisting with setup and day-of logistics, and maintaining records so events continue to improve year after year.

The Events & Advancement Coordinator works closely with the Advancement team, Enrollment Management, Marketing & Communications, Facilities, division leaders, parent volunteers, and outside vendors.

Key Responsibilities

• Build and manage event timelines, checklists, calendars, guest lists, registration details, supply lists, and day-of plans.
• Coordinate event promotion in partnership with Advancement and Marketing & Communications, including invitations, e-news items, calendar listings, posters, signage, reminders, and follow-up communications.
• Prepare event materials, including nametags, labels, printed programs, check-in lists, seating plans, signage, invitations, and other supplies.
• Coordinate with vendors, Facilities, staff, and volunteers to confirm event needs and ensure all details are ready on time.
• Manage setup details, including room arrangements, food and beverage needs, rentals, entertainment, vendor arrival, guest flow, and cleanup.
• Provide on-site event support, including setup, guest welcome, volunteer direction, troubleshooting, and ensuring a smooth experience for attendees.
• Support Advancement events and projects, including the school's annual Auction Gala, annual giving activities, donor gatherings, alumni engagement, campaign events, and volunteer appreciation efforts.
• Support Enrollment Management events that welcome prospective families and engage current families.
• Track event budgets, expenses, reimbursements, invoices, receipts, payment requests, and approved card transactions in accordance with school procedures.
• Maintain organized event records, including vendor notes, timelines, supply lists, expenses, attendance, feedback, and recommendations for future planning.
• Use spreadsheets, databases, event platforms, auction software, mail merge tools, and project management systems to support event planning and execution.
• Pitch in across the Advancement team, especially during busy event seasons.

The ideal candidate is highly organized, calm under pressure, and able to manage many moving pieces without losing sight of the details. This person is proactive, flexible, and comfortable adjusting plans when needed. They enjoy working with people, but also take pride in the behind-the-scenes work that makes an event successful.

The right candidate will bring a team-player mentality, strong communication skills, good judgment, comfort with technology, and a willingness to roll up their sleeves. They should be gracious and welcoming with families, donors, volunteers, educators, and guests, while also being clear, reliable, and deadline-driven.

Qualifications

• 2+ years of experience in event planning, advancement, fundraising, marketing, school administration, nonprofit work, or a related field.
• Strong organizational and project management skills with excellent attention to detail.
• Experience coordinating event logistics, vendors, volunteers, budgets, supplies, and timelines.
• Strong interpersonal, verbal, and written communication skills.
• Comfort using Microsoft Office, Google Workspace, spreadsheets, mail merge tools, event platforms, auction software, and CRM or donor databases.
• Experience with event budgeting, expense tracking, invoices, and purchasing processes preferred.
• Ability to work evening and weekend events as needed, typically at least once per month and more frequently during peak school event seasons.
• Valid driver's license and reliable access to a car for event-related errands, supply transport, and off-site event coordination.
• Ability to lift, carry, and move event materials up to 25 pounds, with or without reasonable accommodation.

Washington Episcopal School is an independent, coeducational school serving students from PK3 through Grade 8 in Bethesda, Maryland. WES is a warm, joyful, and engaged school community where relationships matter and every member of the community plays a role in helping students and families feel known, supported, and connected.

At WES, events are more than dates on a calendar. They are moments that build belonging, welcome new families, celebrate milestones, inspire generosity, and strengthen the life of the school.

Compensation and Benefits

Salary range: $40,000 - $60,000

• Excellent health insurance
• The TIAA-CREF retirement annuity, up to 7.5% employer contribution
• Funding for professional development
• 60% tuition remission for the children of faculty and staff, plus additional need-based aid as applicable
• Complimentary Extended Day for the children of faculty and staff
• 50-100% tuition remission for View email address on click.appcast.io for the children of faculty and staff
• 9 days of PTO, plus an additional three weeks of summer leave for 12-month employees

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