Events and Auxiliary Programs Coordinator

Events and Auxiliary Programs Coordinator

Position Overview

The Events & Auxiliary Programs Coordinator is responsible for the planning, coordination, and execution of institutional events while serving as the operational gatekeeper for the School’s master calendar.

This role ensures that all events—internal and external—are strategically scheduled, fully coordinated, and executed at a high level. The Coordinator leads the day-to-day management of the School’s event calendar across platforms including Veracross, Google Calendar, and Jotform, maintaining alignment across departments and preventing scheduling conflicts.

In addition to event leadership, this role supports Auxiliary Programs by managing logistics, systems, and organization for summer programs, facility rentals, and related operations. This is an execution-focused role reporting to the Director of Auxiliary, with collaboration across multiple departments and stakeholders.

Key Responsibilities

Events & Calendar Operations (Primary Focus – ~70%)

Calendar Ownership & Operational Control:

• Serve as the central point of control for all campus scheduling and event coordination

• Maintain and manage the School’s master calendar across Veracross, Google Calendar, and internal systems

• Ensure all events, practices, rentals, and institutional activities are accurately scheduled and conflict-free

• Act as the gatekeeper for calendar integrity, resolving conflicts and aligning priorities across departments

  
  

Cross-Department Coordination:

• Lead weekly and monthly calendar/operations meetings with Facilities, Custodial, Security, IT, Athletics, and Student Life

• Ensure all stakeholders are aligned on upcoming events, responsibilities, and logistics

• Communicate updates, changes, and key event details to the appropriate audiences in a timely manner

  
  

Event Planning & Execution:

• Serve as the lead coordinator for institutional events, managing logistics from planning through execution

• Develop timelines, run-of-show documents, and operational plans for events

• Coordinate space usage, setup, AV needs, parking, catering needs, guest flow, and vendor logistics

• Manage day-of event execution, troubleshooting issues and ensuring a high-quality experience

  
  

Leadership & Administrative Events:

• Execute events hosted by the Head of School and senior leadership

• Coordinate major campus events including (but not limited to):

  • Graduation and Baccalaureate

  • Grandparents' Day

  • Alumni Weekend (in partnership with Advancement)

  • Faculty/Staff events and recognition programs

  • Orientation and community events

    
    

Auxiliary Programs Coordination (Secondary Focus – ~30%)

Facility Rentals (Operational Support):

• Ensure all rentals are properly scheduled and reflected on the master calendar

• Maintain organized records of contracts, Certificates of Insurance (COIs), and rental documentation

• Track and coordinate payment status in partnership with the Business Office

• Support logistics for rental execution as needed

  
  

Summer Programs (Seasonal Shift in Responsibilities):

During summer months, this role shifts to support day-to-day camp operations, including:

• Serving as registrar for summer programs
• Managing parent communication and participant records
• Coordinating supply orders and logistical needs
• Supporting daily camp operations and troubleshooting on-site needs

Auxiliary Systems & Logistics:

• Support organization and execution of auxiliary initiatives, including spirit store operations and event-based sales
• Maintain accurate records and systems to ensure smooth operational workflows
• Provide administrative and logistical support to the Director of Auxiliary Programs

Reporting & Collaboration

• Reports directly to the Director of Auxiliary Programs

• Collaborates closely with senior administrators and department leaders

• Provides operational support across departments while maintaining centralized control of scheduling and event execution

  
  

Schedule & Work Expectations

• This position requires availability outside of standard school hours, including evenings and weekends, based on event needs

• Flexibility in scheduling is provided to balance extended hours during peak event periods

• This is a 12-month position

  
  

Qualifications

• Bachelor’s degree required; experience in event management, hospitality, communications, auxiliary programs or related fields preferred.

• Demonstrated experience in planning and executing large-scale events with multiple stakeholders.

• Strong project management skills with the ability to manage multiple priorities simultaneously.

• Exceptional organizational skills and attention to detail.

• Excellent interpersonal and communication skills.

• Ability to work collaboratively and maintain professionalism in a dynamic school environment.

• Flexibility to work evenings and weekends as required by the event schedule.

  
  

Core Competencies

• Strategic planning and execution

• Relationship management and collaboration

• Problem-solving and adaptability

• High-level organization and time management

• Commitment to excellence and attention to detail

To apply, please send a resume and cover letter to employment@webbschool.com, including your name and the title of the position in the subject line.

The Webb School is rich in history and tradition, and we welcome applicants who are excited to learn more about our students, our community, and the opportunity to join a collaborative and mission-driven faculty.

Work Environment
This position involves working closely with students throughout the school day in a variety of settings, including individual sessions, small groups, and collaborative meetings with faculty. The role is integral to fostering an inclusive academic environment where all students are supported in reaching their full potential.

Mission Alignment
The Learning Support & Assistive Technology Specialist plays a vital role in advancing the School's commitment to academic excellence, student well-being, and individualized support, ensuring that every student has the tools and strategies needed to succeed.

The Webb School complies with all applicable anti-discrimination laws and does not discriminate on the basis of gender, race, color, religion, ethnic or national origin in the administration of its educational policies and programs, admissions processes, scholarship and loan programs, employment practices, athletic and other school administrative programs.