Alumnae Relations Coordinator and Events Associate

Alumnae Relations Coordinator and Events Associate

Status: Full Time, 12 months

Schedule: 40 per week with flexible schedule to accommodate frequent evening and weekend responsibilities.

Minimum Position Requirements: Bachelor’s degree required. Strong written and communications skills. Working knowledge of Microsoft Word and Excel. Ability to solve problems with a customer service mindset. Ability to articulate the mission and philosophy of the school confidently. Strong interpersonal communicator, organized with attention to detail. Ability to inspire alumnae and alumnae parents to participate in school events and be philanthropic with Oakcrest.

Sound judgment, discretion and confidentiality must be maintained at all times.

Position Summary: The Alumnae Relations Coordinator and Events Associate will have the opportunity to support two key functions at Oakcrest School – Advancement and Events.

The coordinator will have the opportunity to grow in their understanding of independent school alumnae relations while working with top professionals in that field. They will be an integral part in growing and strengthening the ongoing engagement with Oakcrest’s over 1100 active alumnae. The incumbent will work closely with the Director of Institutional Advancement to support the work of the Alumnae Relations Office through clear communications, alumnae centered cultivation in a diligent and organized manner.

This person will help the Alumnae Relations Office reach challenging goals within an agreed upon timetable in a dynamic, mission driven and cheerful environment.

The associate will attend admissions events, and assist with running advancement and major signature events at the school. This person will also plan, coordinate and run entire signature events (see below) from start to finish. The events associate should have an ability to coordinate and garner support from faculty and staff to assist with the planning and execution of the school events, a keen attention to detail, and the ability to create person centered events that showcase the mission and vision of Oakcrest.

Supervisory Responsibilities: Responsible for working together with and guiding volunteer members of the Oakcrest Alumnae Association as well as the following events related to the Alumnae Association:
Founders Day Reunions, Alumnae Tea and College Fair, Alumnae Brunch, Thankathons and smaller engagement events. Responsible for recruiting and working together with volunteers for signature school events.

• Maintain contact with alumnae, class captains, etc. in order to build up their connection with the school. Invite them to become more involved by attending Oakcrest events, giving of their time to speaking/mentoring/volunteering and financial support to the school.
• Bolster contact and engagement with alumnae parents by increasing their involvement in the school, encouraging giving, and encouraging their attendance at parent events.
• Oversee and organize the Oakcrest Alumnae Association Leadership Team (OAALT). Help set goals for the Committee and follow up on action items.
• Maintain and update accurate Alumnae Contact Information in Core Database.
• Organize and Execute Alumnae Communications including Annual Fund, Monthly Newsletter, Alumnae Fire, Alumnae Facebook and Instagram pages.
• Organize, gather volunteers and provide messaging for Alumnae events. Events include:
  Class Reunions during Homecoming Weekend, Alumnae Tea, Alumnae Spirit Week, Alumnae Mother-Daughter Brunch

• Assist in running major signature and advancement events. Events include but are not limited to:
  Signature school events – Graduation/End-of-Year, May Crowning, and Homecoming Weekend ;
  Advancement events, headed by the advancement manager - Patrons of the Arts, Leadership Reception, Gala, Veterans Day, and Grandparents Day
• Plan, coordinate and run signature events (day, evening and weekend events). Events include but are not limited to:
  Junior ring, Christmas/Spring Concerts, Humanities Lecture, and Awards Day
• Manage inventory of event supplies with facilities team
• Work with facilities team to plan and coordinate logistical set up and breakdown of events
• Assist with invitation and program design and track event RSVPs
• Work with a budget and coordinate ordering event supplies
• Work with events vendors
• Place necessary catering orders
• Collaborate with the Marketing Associate to ensure events are marketed appropriately (school communications, social media, etc.)
• Troubleshoot technology and audio-visual equipment during events

Other duties: The incumbent may be required to perform other duties as assigned within the broad scope of duties assigned above.

Physical Requirements: This position involves a small level of physical activity. While performing assigned duties, the incumbent may be required to transport heavy materials and equipment weighing 10+ pounds.

Qualified applicants should send a cover letter, resume, and a list of at least three current…