Assistant Director of Events and Parent Engagement—2026-2027
Reports To: Director of External Affairs
FLSA Status: Full-Time Hourly, Non-Exempt; 40 hours per week
Work Schedule: 12-month position; July-June
Updated/Prepared: June 2026
Mission:
Guided by our Quaker principles, Friends Academy educates our students to discover and develop the best of who they are and who they can become.
Belief Statement:
We achieve educational excellence by committing to the highest standards of learning and living. Our diverse and welcoming community is strengthened by our Quaker values, which empower our students to inquire, reflect, and engage in their classrooms, in their neighborhoods, and in the world. Because when we inspire students to learn and live with purpose, they achieve greatness without sacrificing goodness.
Position Summary:
Friends Academy seeks an energetic, highly organized, and relationship-driven Assistant Director of Events and Parent Engagement Liaison to join our Advancement team. This unique role sits at the heart of our school community, combining strategic event production with parent volunteer management. This role is especially critical as we enter our historic 150th Anniversary year.
This hands-on role serves as the central operational engine for school events and parent volunteer logistics. Working in close collaboration with the broader Advancement team, the Assistant Director acts as the lead orchestrator of the advancement office's events, ensuring that all logistical instruments, vendor timelines, and moving parts sync seamlessly. The Assistant Director will manage the execution of signature community and fundraising events while serving as the primary day-to-day administrative liaison to the Parent Council. This role is vital in ensuring that our community operations reflect the warm camaraderie and inclusive Quaker values of Friends Academy.
Essential Duties & Responsibilities: The following duties are representative of the role; responsibilities may evolve to meet the needs of the department and school community:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Special Events Execution & Logistics
● Event Coordination: Execute logistical plans, timelines, and vendor arrangements for major school events, including the Fall Fair & Homecoming, Grandparents & Special Friends Day, alumni reunions, and donor stewardship gatherings.
● Auction Operational Support: Serve as the primary internal manager for the Annual Dinner & Auction platform (e.g., OneCause); manage item procurement tracking, ticket registration, seating software entry, and night-of event logistics.
● Vendor & Expense Tracking: Source vendor quotes, track event invoices against established budgets, and facilitate timely check requests and vendor contract routing through the business office.
● On-Campus Operations: Partner with internal departments (Facilities, Food Services, Technology, and Safety) to organize setup/breakdown schedules and on-campus work orders for all advancement activities.
● Collateral Collaboration: Coordinate with the Communications team to facilitate the printing, mailing, and digital distribution of event invitations, programs, and digital collateral.
2. Parent Engagement Liaison & Volunteer Administration
● Meeting & Operational Support: Facilitate logistics for all Parent Council meetings, including room reservations, audio-visual setup, calendar alignment, and administrative agenda distribution.
● Volunteer Mobilization: Act as the primary administrative point of contact for parent volunteers, organizing committee rosters, distributing training updates, and ensuring a welcoming onboarding experience.
● Communication Facilitation: Assist in managing regular, polished communication channels between the Advancement Office and parent volunteer leadership to streamline outreach.
3. Database Management & Stewardship Support
● Metrics Tracking: Accurately log parent volunteer participation, event attendance, and engagement indicators within the school's advancement database (Veracross).
● Donor Pipeline Support: Assist the broader Advancement team by generating event guest lists, pull-stewardship reports, and routing prospective donor insights to relevant giving directors.
● Stewardship Delivery: Coordinate the logistical fulfillment of donor stewardship tokens, thank-you letters, and milestone event acknowledgments.
Qualifications & Skills:
Experience: A minimum of two years of professional event planning and/or volunteer management experience, ideally within an independent school, higher education, or non-profit setting.
Exceptional emotional intelligence: a proven track record of managing diverse volunteer personalities, building consensus, and navigating community dynamics with diplomacy.
Project Management: Outstanding organizational skills; ability to manage multiple complex event timelines simultaneously without losing sight of the details.
Communication: Excellent written and verbal communication skills—comfortable presenting to large groups of parents and writing polished community updates.
Technical Proficiency: Experience with event management software, auction platforms (e.g., OneCause), and advancement databases (Veracross) is highly preferred.
Flexibility: Willingness and ability to work select mornings, evenings, and weekends to support major school events and Parent Council meetings.
Supervisory Responsibilities: None
Education, Qualifications & Experience:
● A minimum of two years of relevant work experience is required
● Exceptional organizational, time-management, and multitasking abilities are required
● Strong written and verbal communication skills are required
● Proficiency in Microsoft Office Suite, Google Workspace, and other productivity tools is required
● Experience working on and managing database information are required
● Ability to maintain confidentiality and exercise sound judgment are required
● Professional demeanor and interpersonal skills to engage effectively with diverse audiences are required
● Strong attention to detail and able to work independently are required
Competencies:
● Excellent attention to detail
● Effective communication skills, working with diverse teams, and clearly conveying complex information
● Proactive problem-solving skills and the ability to manage multiple priorities
● Able to adapt to changes and learn new processes
● Commitment to ongoing professional development in the field of educational advancement
Salary: The expected hourly pay range is $23-$28 per hour/$45k-$55k per year. This position is eligible for overtime. The actual compensation will be based on the candidates’ relevant and transferable years of service, and other factors, which include internal peer equity, the market and other organizational considerations. The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future.
Interested candidates should submit a resume with a cover letter for consideration by July 1, 2026, to [email protected]. We are unable to accept paper resumes or phone inquiries about this position.
Visit our career page https://www.friendsacademy.org/career to learn why FA is a great place to work!
Physical Requirements and Work Environment: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to meet demands. While performing the duties of this Job, the employee is regularly required to stand; walk and talk or hear. The employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; stand for long periods of time. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. The ability to move from and around campus. Must be able to operate a computer or related equipment 90% of the work day.
Our Commitment to Diversity: Friends Academy is committed to our guiding principles of diversity, equity, and inclusion. We welcome candidates representing the diversity of the world as we deepen and elevate our educational program.
Friends Academy is an equal employment opportunity employer committed to hiring and retaining exceptional, dedicated people of diverse backgrounds. We consider qualified individuals for employment with the School regardless of age, color, disability status, gender identity or expression, genetics, national origin, race, religion, sex, sexual orientation or any other characteristic protected by federal, state or local laws. It is Friends Academy’s policy to comply with all applicable laws pertaining to nondiscrimination and equal opportunity.
We invite you to visit our FA Diversity, Equity + Inclusion webpage.
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 403(b)
- Childcare
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Tuition reimbursement
- Vision insurance
Education:
Ability to Commute:
- Locust Valley, NY 11560 (Required)
Ability to Relocate:
- Locust Valley, NY 11560: Relocate before starting work (Required)
Work Location: In person
