The Events Coordinator & PFA Liaison is a high-impact, collaborative role responsible for the end-to-end execution of signature Philanthropy & Engagement (P&E) events and serving as the primary professional bridge to the Parent-Faculty Association (PFA).
This position is highly collaborative, working closely with the marketing team on social media and school leadership on community engagement. The ideal candidate is a self-starter with high social-emotional intelligence, excellent communication skills, and an entrepreneurial spirit who can manage complex logistics while maintaining a warm, professional presence for our families and donors.
Core Responsibilities
1. Philanthropy & Engagement (P&E) Event Coordination
Lead the planning and logistical execution for all major Philanthropy events to ensure a seamless experience for the Derryfield community.
● Event Portfolio: Manage GrandFriends’ & Founders’ Day, Fall Philanthropy Kick-Off, Reunion, Regional Alumni Gatherings, Alumni Winter Break Lunch, Alumni athletic events (Lax/MHT, Basketball, Soccer), Spirit Days (3x), and house parties.
● End-to-End Logistics: Pull invite lists, create nametags, decor, coordinate with the Buildings & Grounds team and IT/Audio-Tech, and book facilities via the master calendar. Support other campus events as needed.
● Communications: Design and distribute digital invites/pushpages, build registration landing pages, and maintain event-related website content.
● Vendor & Budget Management: Coordinate rentals, décor, bartending and catering with external vendors; manage the events budget to ensure fiscal responsibility.
2. PFA Liaison & Volunteer Management
Serve as the primary administrative partner for the PFA, ensuring their initiatives are organized and supported.
● Leadership Partnership: Meet monthly with PFA President; attend semi-annual meetings with the Head of School to align goals and assist with succession planning.
● Volunteer Support: Help recruit and support Class Parents; lead Class Parent orientations and support various PFA committee chairs.
● Administrative Oversight: Create registration forms/links when needed, maintain all parent nametags, complete work orders for PFA events, and coordination supply orders.
● Cookie Swap: Manage the StaffHoliday Cookie Exchange, including staffallergy surveys, kitchen coordination, and gift card purchasing.
● Spring Celebration: Support PFA volunteers and P&E team on execution of annual spring Music Bingo fundraiser.
3. Major School Milestone Support
Provide logistical leadership for high-profile school-wide events that bridge the gap between student life and the broader community.
● Graduation & Milestones: Serve as a key member of the planning team for Graduation (logistics, rentals, etc.), the Back-to-School Picnic, and Back to School Night.
4. Social Media & Communications
● Digital Strategy: Support marketing & communications with social media execution across Meta (Instagram/Facebook) and LinkedIn; manage the social media calendar to promote events and build engagement.
● Editorial Support: Assist with content development, writing, and editing for Derryfield Today.
● Event Postcards: Coordinate with MarCom on creation and distribution of quarterly event postcards sent to the community.
Knowledge, Skills, and Abilities
● Relationship Management: High social-emotional intelligence and the ability to work effectively with diverse stakeholders (parents, donors, and staff).
● Organizational Mastery: Exceptional attention to detail and the ability to manage multiple projects with competing deadlines.
● Communication: Strong professional writing, design (Canva), and oral communication skills.
● Technical Proficiency: Ability to navigate donor databases, website CMS, and social media platforms.
Qualifications
● Required: Bachelor’s degree from an accredited educational institution and 1-3 years of related experience.
● Preferred: * Experience with Raiser’s Edge or similar donor management systems. ○ Experience with Canva, Google Business Suite, and social media strategy.
○ Background in independent school advancement or event management.
Pay: $50,000.00 - $52,500.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
Work Location: In person
