Jobs

Position Summary

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.