News and Events

Events & Hospitality Coordinator

General Description of Position

The Events & Hospitality Coordinator manages the planning and execution of school-wide events and fundraising gatherings, ensuring that each event reflects the school’s mission, culture, and commitment to hospitality. This role focuses on logistics, vendor coordination, volunteer management, and on-site execution, allowing the Advancement Manager to focus on strategy, donor cultivation, and institutional storytelling.

This position may be structured as part-time with seasonal hour increases during major event cycles (Holiday Bazaar and Spring Party).

Authority 

The position has the authority to: 

  • Plan and execute approved events within established budgets
  • Coordinate vendors, volunteers, and logistics
  • Establish event timelines and task lists
  • Recommend improvements to event processes
  • Manage event-day operations

Boundaries and Limitations

The position does not have the authority to:

  • Set fundraising goals, themes, or advancement strategy
  • Solicit or steward donors independently outside of approved event activities
  • Make public statements or represent the school beyond event-specific logistics
  • Approve or modify event budgets, ticket pricing, or fundraising targets
  • Enter into contracts or financial commitments beyond pre-approved limits
  • Supervise school employees or volunteers outside the scope of specific events
  • Make decisions related to school policy, governance, or institutional priorities
  • Handle confidential personnel, enrollment, or donor information beyond what is necessary for event execution
  • Engage in mediation, conflict resolution, or disciplinary processes
  • Alter school schedules, calendar priorities, or facilities use without approval
  • Commit faculty or staff time without prior coordination and consent
  • Make independent decisions affecting campus safety, risk management, or legal compliance

General Responsibilities and Duties

Event Planning & Execution

  • Coordinate logistics for major annual fundraising events:
    • Holiday Bazaar (December)
    • Spring Party (April)
  • Develop detailed event timelines and planning calendars
  • Secure and manage vendors (catering, rentals, entertainment, etc.)
  • Coordinate facilities setup and breakdown
  • Manage event registration systems as needed

Volunteer Coordination

  • Recruit, schedule, and support event volunteers
  • Create clear volunteer roles and expectations
  • Provide hospitality and appreciation for volunteers

Hospitality & Experience

  • Ensure events reflect warmth, welcome, and Waldorf aesthetics
  • Oversee décor coordination in collaboration with faculty and parent volunteers
  • Ensure thoughtful guest flow and experience

Budget & Administration

  • Track event expenses within approved budgets
  • Coordinate payment requests with the Business Office
  • Maintain vendor contracts and documentation

Post-Event Evaluation

  • Conduct debrief meetings
  • Track event metrics (attendance, fundraising totals if applicable)
  • Document process improvements for future years

Accountability (supported by and reports to): The Enrollment and Advancement Services Coordinator reports to and receives support from the Director of Enrollment and Community Advancement. This position works in close partnership with the  Director of Enrollment and Community Advancement, who provides strategic direction, prioritization, and supervision. The Coordinator is responsible for implementation, follow-through, and operational excellence within approved plans and timelines.

Scope-Control & Role Boundaries (0.2 FTE)

This position is intentionally structured as a limited-scope, part-time role focused on the logistical planning and execution of approved school events. The scope of work is defined by available hours and seasonal priorities.

Scope Control

  • The role is contracted at 0.2 FTE (approximately 8 hours per week on average) and does not include ongoing weekly responsibilities outside of event planning periods.
  • Workload will increase seasonally around major events (e.g., Holiday Bazaar and Spring Party) and decrease or pause outside those cycles.
  • Tasks are prioritized annually in collaboration with the Director of Community Engagement & Advancement.
  • Additional projects or events beyond the agreed-upon scope must be approved in advance and may require adjustment of hours or temporary expansion of the role.

Role Boundaries

The Events & Hospitality Coordinator:

  • Focuses on event logistics, hospitality, volunteer coordination, and execution
  • Works from approved event plans, budgets, and timelines
  • Supports events as expressions of school culture and mission, not as strategic drivers

The role does not include:

  • Advancement strategy, donor cultivation, or fundraising goal-setting
  • Admissions, enrollment, or marketing responsibilities
  • Oversight of communications strategy or messaging
  • Supervision of school staff beyond event-specific volunteers
  • Independent budget authority or contract approval
  • Personnel management, mediation, or HR functions
  • Governance, policy-making, or representation of the Board or Head of School
  • Ongoing administrative duties unrelated to scheduled events

Decision Escalation

  • Decisions that exceed the approved scope, budget, or calendar impact are referred to the Director of Community Engagement & Advancement.
  • Issues involving safety, risk, or institutional reputation are escalated immediately to the Director and/or Head of School.

Collaborative Expectations

  • The Coordinator works collaboratively with faculty, staff, and volunteers while respecting established authority lines.
  • Clear communication and documentation are expected to ensure smooth handoff between planning and execution phases

Qualities, knowledge, and skills 

  • Strong organizational and logistical planning skills
  • Experience coordinating events or large gatherings
  • Ability to manage volunteers and work collaboratively
  • Detail-oriented with strong follow-through
  • Calm and solution-oriented under pressure
  • Ability to lift 25 pounds and assist with event setup
  • Flexibility to work evenings and weekends during event seasons

Belongs to:  The Administration

Hired/ Fired/ Evaluated by: Head of School

Attends: Full Faculty; Development Committee

Work hours:

  • .2 FTE annually, with seasonal scheduling aligned to major school events.
  • School Breaks: Office hours not typically required during the 5 weeks of school breaks, but it is the expectation that ongoing task responsibilities will be addressed as needed.

Benefits:

  • Salary commensurate with experience.
  • Paid time off (6 days)
  • Professional development opportunities.