Auxiliary Services & Events Coordinator

Auxiliary Services & Events Coordinator

Cambridge Campus - Cambridge, MA 02140

Salary Range $45,000.00 - $55,000.00 Salary/year

The Auxiliary Services & Events Coordinator plays a pivotal role in ensuring smooth day-to-day administrative, logistical, and facility operations across the School. Reporting directly to the CFOO, this in-person role oversees campus event planning, student transportation services, traffic policies, catered lunch service, and general operational support to foster a well-organized environment for students, staff, and external partners.

This is a part-time staff position (20 to 30 hours a week). Occasional evening duties required.

This position is not eligible for visa sponsorship.

Salary range for 30 hours: $45,

Key Responsibilities

• Events & Space Management
  • Lead end-to-end event logistics for internal functions, including space allocation, catering needs, servers bookings, equipment rentals, supplies ordering, parking consideration requests, and physical setup coordination.
  • Conduct regular operational cross-departmental alignment meetings with Facilities and IT to review upcoming scheduling and resource requirements.
  • Develop, maintain, and communicate clear school-wide policies regarding event planning and space usage.
  • Oversee master scheduling and facility reservations for non-academic activities, serving as the primary liaison for community partner organizations.
• Transportation & Traffic Coordination
  • Manage external bus vendor relations and routes for both private service and public school system transit options.
  • Oversee family enrollment, scheduling, and invoicing communications for school transportation services.
  • Generate daily transportation manifests.
  • Maintain up-to-date traffic policies.
• Hot Lunch Service
  • Oversee the hot lunch program, serving as the central point of contact for vendor menus, parent communications, and lunch duty staffing.
  • Organize vendor financial submissions in coordination with the Business Office.
• General Operations & Administrative Support
  • Front Desk coverage on Friday mornings 7:00am-12:30pm.
  • Provide operational assistance across departments, including supporting Front Desk coverage and substitution as needed.
  • Manage relationships with photography services (Picture Days).
  • Manage inventory and replenishment of supplies for shared faculty spaces and operational machinery.
  • Serves as liaison for external groups that use the School's space on a courtesy basis.
  • Execute additional operational duties as assigned by the CFOO.

Qualifications

• Strong organizational, project management, and multi-tasking skills with high attention to detail.
• Excellent interpersonal and written communication skills for interacting with parents, faculty & staff, third-party vendors, and other external constituents.
• Three to five years of relevant experience organizing events and/or in administrative, logistical, and facility operations.
• Ability to work fully in-person and collaborate across multiple departments (Facilities, IT, Finance, Advancement).
• French will be a plus.

Benefits :

• Medical, Dental, Vision Plans (we offer a PPO plan and 2 HMO plans for a fee)
• HSA, FSA, and Dependent-Care FSA programs
• Immediate vesting retirement plan and fully vested 2% after one year of service
• Employer-sponsored long term disability
• Competitive Compensation:
  Salary based on years of teaching experience and educational degree.
• Professional development opportunities including tuition assistance for qualifying programs
• Transportation incentives
• 12 week parental leave after two years of employment
• Language Classes offered

NON DISCRIMINATION POLICY

The International School of Boston provides equal employment opportunities to all qualified employees and…