Assistant Director of Events and Parent Engagement—2026-2027

Details

Posted: 16-Jun-26

Location: Locust Valley, New York

Type: Full Time

Categories: Other

Reports To: Director of External Affairs

FLSA Status: Full-Time Hourly, Non-Exempt; 40 hours per week

Work Schedule:

12-month position

Guided by our Quaker principles, Friends Academy educates our students to discover and develop the best of who they are and who they can become.

We achieve educational excellence by committing to the highest standards of learning and living. Our diverse and welcoming community is strengthened by our Quaker values, which empower our students to inquire, reflect, and engage in their classrooms, in their neighborhoods, and in the world. Because when we inspire students to learn and live with purpose, they achieve greatness without sacrificing goodness.

Friends Academy seeks an energetic, highly organized, and relationship-driven Assistant Director of Events and Parent Council Liaison to join our Advancement team. This unique role sits at the heart of our school community, combining strategic event production with parent volunteer management. This role is especially critical as we enter our historic 150th Anniversary year. This hands-on role serves as the central operational engine for school events and parent volunteer logistics.

Working in close collaboration with the broader Advancement team, the Assistant Director acts as the lead orchestrator of the advancement office's events, ensuring that all logistical instruments, vendor timelines, and moving parts sync seamlessly. The Assistant Director will manage the execution of signature community and fundraising events while serving as the primary day-to-day administrative liaison to the Parent Council. This role is vital in ensuring that our community operations reflect the warm camaraderie and inclusive Quaker values of Friends Academy.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Special Events Execution & Logistics
• Event Coordination:
  Execute logistical plans, timelines, and vendor arrangements for major school events, including the Fall Fair & Homecoming, Grandparents & Special Friends Day, alumni reunions, and donor stewardship gatherings.
• Auction Operational Support:
  Serve as the primary internal manager for the Annual Dinner & Auction platform (e.g., One Cause); manage item procurement tracking, ticket registration, seating software entry, and night‑of event logistics.
• Vendor & Expense Tracking:
  Source vendor quotes, track event invoices against established budgets, and facilitate timely check requests and vendor contract routing through the business
• On‑Campus Operations:
  Partner with internal departments (Facilities, Food Services, Technology, and Safety) to organize setup/breakdown schedules and on‑campus work orders for all advancement activities.
• Collateral
  
  Collaboration:
  
  Coordinate with the Communications team to facilitate the printing, mailing, and digital distribution of event invitations, programs, and digital collateral.

Experience:

A minimum of two years of professional event planning and/or volunteer management experience, ideally within an independent school, higher education, or non‑profit setting.

Exceptional emotional intelligence: a proven track record of managing diverse volunteer personalities, building consensus, and navigating community dynamics with diplomacy.

Project Management:
Outstanding organizational skills; ability to manage multiple complex event timelines simultaneously without losing sight of the details.

Communication:
Excellent written and verbal communication skills—comfortable presenting to large groups of parents and writing polished community updates.

Technical Proficiency:
Experience with event management software, auction platforms (e.g., One Cause), and advancement databases (Veracross) is highly preferred.

Flexibility:
Willingness and ability to work select mornings, evenings, and weekends to support major school events and Parent Council meetings.

Supervisory Responsibilities:

None

• A minimum of…