Events & Hospitality Coordinator

The Events & Hospitality Coordinator manages the planning and execution of school-wide events and fundraising gatherings, ensuring that each event reflects the school’s mission, culture, and commitment to hospitality. This role focuses on logistics, vendor coordination, volunteer management, and on‑site execution, allowing the Advancement Manager to focus on strategy, donor cultivation, and institutional storytelling.

This position may be structured as part-time with seasonal hour increases during major event cycles (Holiday Bazaar and Spring Party).

Authority

The position has the authority to:

• Plan and execute approved events within established budgets
• Coordinate vendors, volunteers, and logistics
• Establish event timelines and task lists
• Recommend improvements to event processes
• Manage event‑day operations

Boundaries and Limitations

The position does not have the authority to:

• Set fundraising goals, themes, or advancement strategy
• Solicit or steward donors independently outside of approved event activities
• Make public statements or represent the school beyond event‑specific logistics
• Approve or modify event budgets, ticket pricing, or fundraising targets
• Enter into contracts or financial commitments beyond pre‑approved limits
• Supervise school employees or volunteers outside the scope of specific events
• Make decisions related to school policy, governance, or institutional priorities
• Handle confidential personnel, enrollment, or donor information beyond what is necessary for event execution
• Engage in mediation, conflict resolution, or disciplinary processes
• Alter school schedules, calendar priorities, or facilities use without approval
• Commit faculty or staff time without prior coordination and consent
• Make independent decisions affecting campus safety, risk management, or legal compliance

General Responsibilities and Duties

• Coordinate logistics for major annual fundraising events:
  • Holiday Bazaar (December)
  • Spring Party (April)
• Develop detailed event timelines and planning calendars
• Secure and manage vendors (catering, rentals, entertainment, etc.)
• Coordinate facilities setup and breakdown
• Manage event registration systems as needed
• Create clear volunteer roles and expectations
• Provide hospitality and appreciation for volunteers

• Ensure events reflect warmth, welcome, and Waldorf aesthetics
• Oversee décor coordination in collaboration with faculty and parent volunteers
• Ensure thoughtful guest flow and experience

• Track event expenses within approved budgets
• Coordinate payment requests with the Business Office
• Maintain vendor contracts and documentation

• Track event metrics (attendance, fundraising totals if applicable)
• Document process improvements for future years

Accountability (supported by and reports to): The Enrollment and Advancement Services Coordinator reports to and receives support from the Director of Enrollment and Community Advancement. This position works in close partnership with the Director of Enrollment and Community Advancement, who provides strategic direction, prioritization, and supervision. The Coordinator is responsible for implementation, follow‑through, and operational excellence within approved plans and timelines.

This position is intentionally structured as a limited‑scope, part‑time role focused on the logistical planning and execution of approved school events. The scope of work is defined by available hours and seasonal priorities.

• The role is contracted at 0.2 FTE (approximately 8 hours per week on average) and does not include ongoing weekly responsibilities outside of event planning periods.
• Workload will increase seasonally around major events (e.g., Holiday Bazaar and Spring Party) and decrease or pause outside those cycles.
• Tasks are prioritized annually in collaboration with the Director of Community Engagement & Advancement.
• Additional projects or events beyond the agreed‑upon scope must be approved in advance and may require adjustment of hours or temporary expansion of the role.

The Events & Hospitality Coordinator:

• Focuses on event logistics, hospitality, volunteer coordination, and execution
• W…