Special Events Manager

Special Events Manager

The Special Events and Constituent Relations Manager is responsible for planning and implementing, cultivating, stewardship, and fundraising events. Specifically, the Manager is responsible for: Spring Gala, Parent Bash, Homecoming, Leadership Dinner, New Parent Receptions and the 40th Anniversary event. The Manager handles logistics for all events at the Head of School home and other campus events. Supports the Admissions Office in implementing open houses. Works collaboratively with the Director of Development in developing programs and events to cultivate alumni, alumni parents, grandparents’ engagement with Westmark. Events range from small intimate dinners to large scale galas. The Manager reports to the Director of Development and oversees and supports volunteers in the production of all Westmark Parent Association events.

Events

• Consults with staff and volunteer leadership, conceptualizes the event, including the purpose of the event, targeted audience, key themes and messages, location and timeframe.
• Ensures that date of event is cleared on key individuals’ calendars and that it is added to the Westmark master calendar.
• Forms committees and conducts meetings, as appropriate, to assist in the planning and implementation of events.
• Develops event scenario and script and schedules run of show for each event.
• For recurring events, brings creativity to ensure that events are captivating and interesting.
• Secures underwriting and sponsorship for events, as appropriate.
• Makes arrangements for facilities, food service, decorations, audio visual and other logistical arrangements.
• Participates in briefings for Westmark administrators, Trustees and others about their respective roles in events.
• Collaborates with communications staff in producing publications and materials associated with the event.
• Ensures that the appropriate individuals receive the briefing packet about the event to review with adequate lead time (including guest list with pertinent information, program scenario, script, etc.)
• Prepares written evaluation of each event/program, including conferring with appropriate people to analyze successes and failures.
• Attends events and ensure that the event/program runs smoothly handling any difficulties as they occur to minimize disruption.
• Oversees the master calendar of events.

Annual Gala

• Works collaboratively with the Westmark Parent Association (WPA) to plan the annual event designed to build community and raise funds for financial and special projects at the school.
• Enlists gala volunteer chairs and assists in recruiting committee members.
• Develops a detailed timeline for the event and prepares a realistic budget including revenue and expenses.
• Collaborates with volunteer leadership to determine the overall theme of the event.
• Provides leadership and training to committees, volunteers and staff contributing to the success of the event.
• Oversees enlistment of entertainment, and with the Director of Development reviews and approves related contracts.
• Works with the database manager in compiling lists, acknowledging donations, sponsorships and other gifts.
• Plans and executes paddle raise, silent and live auctions. Manages procurement of auction items.
• Makes arrangements for facilities, food service, decorations, audio visual and other logistical arrangements, including negotiating contracts with vendors.
• Arranges seating and identification of guests, as needed.

Qualifications:

• High School diploma or higher and 5+ years of experience in event planning and management.
• Ability to coordinate all phases necessary in planning and executing an event, paying attention to all timelines and details.
• Organizational skills to establish and adjust workload priorities.
• Strong interpersonal, writing and verbal communication skills.
• Ability to work effectively with volunteers in fulfilling responsibilities.
• Knowledge of computerized systems for events management.
• Possesses a high degree of discipline in establishing schedules and pursuing targeted objectives.
• Capability to develop and manage event budgets, immediately recognizing financial issues.
• Availability to work evenings and weekends.

Competitive salary and comprehensive employee benefits offered. The position will remain opened until filled.

Westmark School

5461 Louise Avenue | Encino, CA 91316

www.westmarkschool.org

All applicants will be considered for positions without regard to race, color, national origin, ancestry, religion, creed, gender, gender identity, medical condition, citizenship, national origin, age, disability, marital or veteran status, sexual orientation, sexual expression, sexual identity or any other legally-protected status based on applicable law.

Job Type: Full-time

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Weekend availability

COVID-19 considerations:
COVID-19: Westmark School follows CDC and LACDPH protocols for K-12 schools. All faculty, staff and employees are required to received the COVID-19 vaccine including the booster shot.

Ability to commute/relocate:

• Encino, CA 91316: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location