Anúncio de emprego Se Inscrever Na Vaga Events Coordinator & Development Associate Manager

Detalhes da Vaga

Primary Purpose of the Position
Join Our Team as an Events Coordinator!

Are you a detail-oriented planner who loves bringing people together? At Graded, we believe events are more than just gatherings—they’re opportunities to build community, create lasting memories, and support the mission of our school.

As our Events Coordinator, you’ll be at the heart of it all—planning and executing a variety of school events, from celebrations and fundraisers to community-building initiatives. You’ll work with a dynamic team, collaborate with parents and staff, and ensure that every event is both seamless and special.

Key Duties and Responsibilities

Event Coordination & Execution:
- Oversee the full event lifecycle at Graded, ensuring all events—whether personally managed or led by other departments—are executed smoothly, efficiently, and in alignment with the school’s objectives and standards.
-Provide guidance and logistical support to event hosts, helping them navigate internal processes and maximize event impact.
-Serve as a key resource to ensure all operational and logistical aspects are coordinated for a seamless experience.

Event Management System & Calendar Oversight
-Manage and oversee the Event Manager Software (EvM) and the official public-facing school calendar, ensuring centralized and accurate event information.
-Collaborate with the data team to ensure all academic and extracurricular activities using shared spaces (e.g., Athletic Center, Innovation Center) are properly recorded to prevent double bookings.
-Monitor event requests daily, ensuring approvals are processed in a timely manner.

Annual Event Planning & Scheduling
-Lead the scheduling process for major events for the upcoming school year, gathering input from the Senior Leadership Team (SLT) and key department representatives (arts, athletics, etc.).
-Ensure finalized event dates are accurately reflected in EvM and the official school calendar.

Event Process Coordination & Internal Support
-Support faculty, staff, and parent groups in organizing events, including venue booking and service requests (e.g., maintenance, ICT, cafeteria).
-Act as a liaison for PTA events, facilitating smooth communication between PTA representatives and school departments.
-Work closely with the Security team to establish appropriate access control methods (e.g., open turnstiles, visitor badges) based on guest lists.
-Organize and share visitor, guest, and supplier lists with security, ensuring necessary details (e.g., full name, ID, contact information, vehicle details) are provided.
-Collaborate with departmental event representatives to anticipate potential scenarios, considering factors such as location, attendance, security needs, and guest experience.
-Communicate event logistics and contingency plans to managers and security leaders in advance.
-Provide training and support to faculty and staff on event planning procedures and the use of EvM.
-Address faculty and staff inquiries related to EvM or general event processes.

Continuous Improvement:
-Follow the guidelines in the Graded Events Playbook to ensure consistency and excellence in event execution.
-Update the Playbook as needed to reflect best practices and new procedures.
-Gather feedback from event attendees and key stakeholders to refine future event planning processes.

Certifications and Education
-Bachelor's Degree in a related field
-Postgraduate Degree - Desired

Experience
-Previous experience in event planning
-Experience in an educational environment - Desired
-Experience with data management systems - Desired

Knowledge, Skills, and Abilities

Required
-Fluency in English and Portuguese
-Excellent verbal and written communication skills
-Strong customer service orientation
-Proficiency in Google Drive
-Superior time management, planning, and prioritization skills, with the ability to meet deadlines in a busy school environment
-Ability to manage multiple tasks simultaneously, with a sense of urgency
-Ability to foster a welcoming atmosphere through interpersonal relationships