What are the responsibilities and job description for the Advancement Events Coordinator position at Loyola Academy?
12-month, Full Time, Institutional, Salary, Exempt, Staff position
Reports to: Director of Philanthropic Events
The Advancement Coordinator plays a vital role in supporting the mission and fundraising goals of Loyola Academy by planning and executing events that engage donors, alumni, parents and the broader school community. As a key member of the Advancement team, the Event Coordinator is responsible for managing a calendar of cultivation, stewardship, and fundraising events that elevate the school’s visibility and strengthen its relationships.
The position’s primary role is to support the advancement team by planning, coordinating and executing all events related to fundraising, volunteer cultivation, alumni engagement, and institutional advancement.
Key Responsibilities
Reports to: Director of Philanthropic Events
The Advancement Coordinator plays a vital role in supporting the mission and fundraising goals of Loyola Academy by planning and executing events that engage donors, alumni, parents and the broader school community. As a key member of the Advancement team, the Event Coordinator is responsible for managing a calendar of cultivation, stewardship, and fundraising events that elevate the school’s visibility and strengthen its relationships.
The position’s primary role is to support the advancement team by planning, coordinating and executing all events related to fundraising, volunteer cultivation, alumni engagement, and institutional advancement.
Key Responsibilities
- Support the Director Philanthropic Events to plan, coordinate and execute a variety of events, including but not limited to fundraising galas (The Presidents Dinner and Ramble), donor appreciation receptions, alumni reunions, and cultivation events
- Work collaboratively with the Director of Philanthropic events to develop and manage event timelines, budgets and logistics
- Support the Advancement Team’s weekly meeting, team calendar, merchandise orders, etc.
- Work closely with the Advancement team to develop event strategies that align with fundraising and engagement goals
- Coordinate all aspects of event logistics, including venue selection, catering, audiovisual requirements, decor, and attendee management
- Support the management of event budgets, negotiate contracts with vendors, and ensure cost-effective solutions without compromising quality
- Collaborate with internal stakeholders, such as development officers, alumni relations staff, and communication teams, to promote events and maximize attendance
- Serve as a point of contact for event inquiries and provide excellent customer service to donors, alumni, volunteers, and other event attendees
- Assist Director with event communications, including invitations, RSVP tracking, event websites, social media promotion, and post-event follow-up
- Develop and maintain relationships with external vendors, sponsors, and partners to enhance event experiences and secure in-kind support when possible
- Support the evaluation of the event success through metrics such as attendance, donor engagement, revenue generation, and attendee feedback, and provide recommendations for improvement
- Other duties as assigned by the Director of Philanthropic Events
- Bachelor's degree or equivalent experience in event planning or related field
- 2 years of experience coordinating events, preferably in a non-profit or educational setting
- Proficient in Microsoft Office Suite, experience with Events.org preferred
- Excellent communication and interpersonal skills, with the ability to engage and motivate volunteers, donors, and stakeholders effectively
- Experience in event planning, fundraising, or nonprofit management, with a proven track record of success in organizing events and supporting the attainment of fundraising targets
- Strong project management skills, with the ability to multitask, prioritize, and meet deadlines in a fast-paced environment
- Proficiency in budget management, financial analysis, and fundraising software/tools
- Commitment to the mission and values of Loyola Academy, with a passion for Catholic education and philanthropy
Salary : $55,000 - $63,000