Calendar and Events Manager

Position Description

Trinity Valley School seeks a full-time Campus Calendar and Events Manager to join the TVS staff beginning in the spring of 2026.

The Calendar and Events Manager at Trinity Valley School is responsible for managing the coordination of the school calendar, as well as planning, organizing, and executing a wide range of events and activities to enhance the school community and support its mission. This position requires a creative and detail-oriented individual with strong organizational and communication skills. Successful relationship building and collaboration with faculty, staff, parents, and external vendors will be key in this role.

The ideal candidate is a collaborative professional who can manage a multitude of complex details with precision while maintaining a big-picture strategic perspective that supports the school's mission and community life.

Responsibilities of the position include:

• Primary responsibility for creation, coordination, and oversight for the school calendar and event scheduling with a collaborative, whole-school approach.
• Lead the school's calendar committee, which consists of All-School and Divisional Administrative Assistants, as well as representatives from Facilities, Technology, Security, Admissions, Arts, Athletics, Communications, and Advancement.
• Administer the school's event management and work order system (FMX), providing training and guidance on best practice usage.

• Develop comprehensive event plans, including budgets, timelines, and logistics, to support successful event management.
• Partner with various stakeholders to oversee all aspects of the planning, coordination, and implementation of major and all-school events (such as but not limited to Founder's Day, Grandparent's Day, Back to School Fair, Milestone Events, Graduation, etc.), among others, and provide planning and logistical support for other events across campus.
• Confirm, in partnership with the CFO, that risk management protocols and legal and insurance compliance requirements are met for all events.
• Verify, in partnership with the Director of Safety and Security, that safety protocols and requirements are met for all events.
• Design, implement, and train others on procedures and workflows to streamline event planning and attendee experience.
• Coordinate and collaborate with relevant departments/teams, such as venue production/technology, to secure necessary resources and equipment and provide basic AV support for events.
• Manage event setups, breakdowns, and restoration activities to maintain a safe and welcoming environment for attendees.
• Conduct post-event evaluations to confirm documentation is complete and improve future events.

• Liaise and serve as the primary point of contact for vendors, internal and external stakeholders involved in events, maintaining positive relationships and ensuring contractual obligations are met.
• Coordinate with the administrative team to set key academic calendar dates, event dates, and logistics.
• Facilitate logistical conversations and staffing for all events, guest lists, venue preparation, presentation materials, security, catering, entertainment, transportation, equipment, decor, marketing materials, and other event details.
• Communicate event details, schedules, and requirements to all relevant parties to ensure smooth coordination and participation, while fostering positive relationships with staff, parents, volunteers, alumni, and community partners.
• Provide guidance and support to event volunteers and staff members, delegating tasks and coordinating meetings/training as necessary.
• Communicate and coordinate proactively with internal and external parties to identify and solve operational challenges.
• Ensure TVS brand consistency is maintained and enforced in partnership with the Director of Strategic Marketing and Communications.

• Responsible for non-athletic outside facility usage rentals, including ensuring completion of facility usage agreements, insurance requirements, food safety requirements, and background checks if necessary.
• Track and organize insurance certificates for all vendors working on campus.

• Stay updated on industry trends and event management best practices to enhance the effectiveness and efficiency of school events.
• Perform other duties as required and assigned.

The ideal candidate will:

• Have proven experience in event coordination and budget management, preferably in an educational, hospitality, or nonprofit setting.
• Bachelor's degree in event management, hospitality, marketing, communications, or a related field, or equivalent experience preferred.
• Demonstrate proficiency with technology, including but not limited to Google Suite, Microsoft Office, Canva, and basic AV equipment.
• Demonstrate strong organizational and multitasking skills, with the ability to…