Campus Events and Hospitality Manager

Campus Events and Hospitality Manager - Bethesda, MD

Position

Description:

The Campus Events and Hospitality Manager oversees the successful planning and implementation of all school events, ensuring they showcase the excellence, professionalism, dynamism, and warmth that distinguish the School. This role serves all constituencies, divisions, and departments by assisting with the planning, organizational, and communication needs for school events throughout the academic year. The role reports to the Director of Development.

• Events Management (60%)
  • Create and implement a tiered system for event support that distinguishes between levels of preparation and the resources required.
  • Support the coordination and staffing of all school events, including major school events such as Convocation, Holiday Party, Commencement, Reunion Weekend, Senior Luncheons, Admissions events, and Back to School Nights.
  • Serve as the primary point of contact for all event inquiries and organization.
  • Develop and manage event request forms and processes, including updating, tracking, debriefing, and closing out events in the database as assigned.
  • Manage weekly events meetings to prepare for upcoming events.
  • Coordinate with facilities, food service, IT, and other departments to ensure successful event setup, execution, and breakdown.
  • Oversee the creation and distribution of print and digital event invitations and promotions in partnership with the Communications Office.
  • Educate faculty, staff, volunteers, and other key constituents on proper procedures regarding events and ensure adherence to protocols, implementing and enforcing scheduling constraints for events where necessary.
• Calendar and Space Management (30%)
  • Serve as the central point of contact for the school's master calendar.
  • Support the overall school calendar and planning process, including conducting weekly calendar and events meetings.
  • Enter, monitor, and coordinate all events and room reservations on the School's digital calendar and space management system.
  • Manage and optimize the school's space reservation system, ensuring efficient allocation of rooms and facilities for all events and activities.
  • Work with the school Administrative team to help develop the school calendar and participate in calendar committee discussions.
• Logistics Coordination (10%)
  • Coordinate the logistics for all on-campus events, including setup, audiovisual needs, floral and catering arrangements.
  • Manage and coordinate speaking engagements and related logistics for school leadership (e.g., Head of School, Assistant Head of School) in coordination with relevant departments.
  • Assure discreet and confidential handling of all business related to event planning and logistics.

• Bachelor's degree required plus two years of relevant work experience.
• Integrity, warmth, confidence, a positive outlook, a solid work ethic, and a good sense of humor.
• Ability to interact effectively and be respected by the constituencies of the School community: all employees, the Board of Trustees, parents, and friends of the School.
• Excellent communication skills, both oral and written.
• Proficiency in software such as Microsoft Word/Excel, Outlook, and Google Drive; knowledge of event management or calendar software is a plus.
• Ability to multitask and work successfully in a fast-paced environment.
• Strong organizational skills with attention to detail.
• Ability to learn via training classes, web-based training, and online documentation.
• Ability to upgrade skills to meet changes in job requirements.
• Excellent work ethic.
• Possesses a  can-do  attitude.
• Hours for this position may vary from normal school hours to ensure logistical support at daytime and evening events as needed.

Salary range: $65,000 - $75,000. The exact salary will be determined based on education and experience.

Benefits include health insurance (medical, dental, vision) with generous employer contributions, life and disability insurance, 403b retirement savings with employer match and non-elective contribution, employee assistance program, tuition remission for eligible children, professional development opportunities, paid parental leave after one year, paid sick and personal days, and lunch on school days.

Holton-Arms cherishes the uniqueness of each of our members including current and former students, faculty, and staff. We seek to create an inclusive environment that sees, values, and supports diverse identities and…