Job Summary: The Manager of Special Events serves as the project manager for the successful planning and implementation of events. FXW hosts several large-scale events throughout the year which generate revenue, mobilize volunteers and build brand awareness. The core responsibilities of this position are to ensure that events are implemented effectively and that organizational priorities are met while serving as an FXW ambassador within the overall community.
This is a great opportunity for an individual interested in using their creativity, attention to detail and energy to create exciting and memorable events for Chicago’s largest Pre-school through 8th grade Independent School.
Summary of Events:
Gala (February): largest FXW community celebration with more than 800 attendees raising nearly $900K
Scholarship Dinner (May): event with nearly 400 attendees which support FXW’s scholarship program raising nearly $400K
Volunteer Reception (April): event to honor and thank the FXW volunteers for their support throughout the year.
Alumni Events: support event planning and management of two alumni events (one in the fall and one in the spring).
Golf Outing (late Spring/early Summer): event with nearly 150 attendees which supports FXW’s scholarship program raising nearly $150K
Other events including but not limited to Homecoming, Graduation, FXW Anniversary, salon dinners, etc
Essential Duties and Responsibilities:
Special Event Management:
With the Director of Advancement, support the planning, strategy setting and reporting on annual projections for special events.
Responsible for planning lively, creative and memorable events to enhance the guest(s) experience.
Oversee all logistics of events including but not limited to: managing all communications, vendor relations, timeline, auction/software management, permits, entertainment, run of show, volunteers, and budgeting.
Create budget for each event and manage expenses to remain at or below budget.
In conjunction with the Director of Advancement, manage all relationships with in-kind donors.
Participate with the Advancement team in the creation and implementation of the overall advancement plan and calendar of events to ensure financial and volunteer goals are met.
Working with the Communications Associate, plan communications that reflect the tone, theme and of the event.
Other Advancement Support:
Assist the Advancement Team with conducting corporate prospect research and preparing proposals as needed.
Advance brand identity by reinforcing strategic messages and FXW values.
Participate in and provide support to all fundraising and stewardship activities including the Annual Fund.
Provide customer service to donors and potential donors by responding to questions and requests within a 48-hour window.
Additional Job Requirements
Employee must be able to support philosophy and mission of the Board of Trustees and Head of School.
Ability to work with all levels of the FXW community from students to Board of Trustee’s
Ability to manage and maintain sensitive and confidential school, student and parent information
Excellent written, verbal and interpersonal communication skills.
Proven ability to produce high-quality results in a fast-paced, goal-oriented environment.
Strong project management skills, including the ability to take initiative, work independently, prioritize tasks, meet deadlines and handle multiple projects at once.
Attendance at all FXW Advancement events is mandatory.
Other duties as assigned by the DOA and Head of School.
Physical Demands and Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
While performing the responsibilities the employee is required to talk and hear.
The employee is often required to sit for long periods of time.
Continual and/or intermittent walking for up to 15 minutes at a time may be required. The employee is required to stand, walk, and reach with arms and hands.
The employee may be required to lift 10 - 50 pounds
The noise level in the work environment is usually moderate to loud
Hours of work may vary Sunday through Saturday and are structured in eight (8) hour blocks of time, but they may be subject to include evenings and weekends as required for the departments or School’s needs.
Bachelor’s degree required
3-5 years of previous Development or Event Planning experience
Experience with fundraising database programs including Raiser’s Edge or other fundraising database programs.
The Frances Xavier Warde School is a Catholic elementary school in downtown Chicago that provides an excellent academic, values-oriented education to students of all ethnic, religious, cultural and socio-economic backgrounds in a child-centered urban environment. As a keystone of its diverse community, The Frances Xavier Warde School provides need-based scholarships to thirty percent of its students. The Frances Xavier Warde School partners with its families, nurtures faith development for its Catholic students, and engages all its students to learn about and respect other faith traditions. The Frances Xavier Warde School uses a rigorous curriculum that enables students to grow, clarify their values, and develop decision-making skills and a sense of responsibility for themselves and the world they will inherit.