St. Mary's Annapolis is seeking candidates for an Alumni Relations & Major Events Coordinator. The Alumni Relations & Major Events Coordinator facilitates alumni engagement and related events for the St. Mary’s community (parish & school) as well as the St. Mary’s alumni association. The St. Mary’s Advancement Office Alumni Relations & Major Events Coordinator assist in managing specific events, volunteers, sponsors, vendors, event-planning timelines and logistical resources to ensure that all events are managed with focus on the highest quality while being budget disciplined. This position includes a 24-hour work week. Monday-Thursday 8 am - 2 pm., with benefits.
Essential Functions:
Actively assists in identifying potential sponsors, sponsorship opportunities, and sponsorship packages for fundraising events, with a focus on major events for the parish, school, and alumni community.
Assist in managing major events for the parish and school community and assist with the annual analysis of special events to determine future strategy. Events include the Parish Picnic, all major alumni events (Generations of Saints, Senior Alumni Association Induction, Golden Saints Breakfast, Alumni Career Day), the annual golf tournament, campus dedications, the annual school auction celebration, and similar donor-reception activities.
Assist in establishing an annual revenue and expense budget for each fundraising event in collaboration with the supervisor.
Assist in monitoring budgeted expenses with the Business Office and provides metric-driven reports as needed for each event.
Assist in creating a monthly timeline for event strategy and planning, coordinating involvement from additional staff and volunteers as needed.
Assist in identifying and recruiting volunteers to serve on committees supporting event logistics.
Provides summaries for all volunteer committees outlining: (1) volunteer vs. staff roles, (2) meeting schedules, and (3) event goals.
Collaborates with the Development Director and Communications Coordinator on communications and marketing materials to ensure proper promotion of alumni and community events (signage, website, social media) and facilitates coordination with volunteer event coordinators.
Creates, writes, and distributes alumni social media content, collaborating with St. Mary’s parish/school social media team.
Ensures proper acknowledgment of donors and volunteers for all events.
Assist in the bid process for major event-related expenses exceeding $5,000.
Provides event-logistical support to the alumni community.
Offers event-planning guidance to alumni and ministry groups planning their own events (not sponsored by St. Mary’s). Additionally, assists the Alumni Association President in facilitating committee meetings and addressing committee needs.
Identifies and implements online registration systems for event participation in coordination with IT and the database manager.
Codes and submits event-related invoices, with supervisor approval, for all events and alumni-related expenses.
Works with the Alumni Association President and Alumni Board to execute the Alumni Association’s mission and goals.
Participate in weekend and evening activities throughout the year.
Position Qualifications:
Bachelor’s degree in hospitality management, Event Planning, Public Relations, Marketing, or a similar relevant field.
5+ years of experience coordinating large events, associations, large groups, and/or volunteer organizations.
Alumni status preferred.
Well-organized with excellent multitasking abilities.
Proven collaborator who demonstrates a team-oriented approach.
Strong time management and organizational skills.
Critical thinker with excellent problem-solving abilities.
Strong written and verbal communication skills.
Proficient in Microsoft Word and Excel.
Pay Rate: $25.00, Hourly
Benefits:
We offer a comprehensive and competitive benefits package with this position, including health, dental, and vision coverage; employer-paid life and disability insurance; automatic enrollment in the 403(b) plan and employer contribution (whether or not the employee contributes); and generous paid holiday, sick and personal leave. Please click on the link below for more detailed information:
https://www.archbalt.org/human-resources/employee-benefits/employee-benefits/
