Event Coordinator

Position Description:

Trinity Valley School seeks a full-time Event Coordinator to join the TVS staff beginning in the summer of 2024.

The Events Coordinator at Trinity Valley School is responsible for planning, organizing, and executing a wide range of events and activities to enhance the school community and support its mission. This position requires a creative and detail-oriented individual with strong organizational and communication skills, who can collaborate effectively with various stakeholders including faculty, staff, parents, and external vendors. In addition to event coordination, this role will involve designing policies and procedures to streamline event management processes and ensure consistent execution of TVS events.

Responsibilities of the position include:
•Primary responsibility of oversight for the school's event management and work order system (FMX) including all dates, spaces, and events.
•Provide training and guidance on best practice usage of (FMX) event management system.
•Develop comprehensive event plans, including budgets, timelines, and logistics, to ensure successful event management.
•Design and implement policies and procedures for event management, including registration processes, risk management protocols, and post-event evaluations.
•Work directly with the Director of Facilities to manage the school's work order system to organize flow of events and request assistance as needed.
•Leads the school's calendar committee which consists of All School and Divisional Administrative Assistants.
•Partner with various stakeholders to oversee all aspects of the planning, coordination, and implementation of major school events (such as Founder's Day, Grandparent's Day, Back to School Fair, Milestone Events etc.)
•Manages the graduation ticketing process and, collaborating various departments/stakeholders to ensure consistency and TVS brand standards.
•Liaise and serve as the primary point of contact for vendors, internal and external stakeholders involved in events, maintaining positive relationships, and ensuring any contractual obligations are adhered to.
•Responsible for all outside facility usage including ensuring completion of facility usage agreements, insurance requirements, food safety requirements, and background checks if necessary.
•Coordinate and collaborate with relevant departments/teams (such as venue production/technology to secure necessary resources, equipment, and be able to provide some basic AV support for events.
•Provide guidance and support to event volunteers and staff members, delegating tasks and coordinating meetings/training as necessary.
•Partner with the Director of Strategic Marketing and Communications to ensure TVS brand consistency is maintained and enforced.
•Responsible for the management of event setups, breakdowns, and restoration activities to ensure a safe and welcoming environment for attendees.
•Communicate event details, schedules, and requirements to all relevant parties to ensure smooth coordination and participation, while fostering positive relationships with parents, volunteers, alumni, and community partners to enhance event participation and support.
•Stay updated on industry trends and event management best practices to enhance the effectiveness and efficiency of school events.
•Perform other duties as required and assigned.

Knowledge, Experience, and Skill Requirements:

The ideal candidate will:
•Hold a bachelor's degree in event management, hospitality, marketing, or a related field (preferred).
•Proven experience in event coordination, preferably in an educational, hospitality or nonprofit setting.
•Proficiency with technology, including but not limited to Google Suite, Microsoft Office, Canva, and basic AV equipment.
•Strong organizational and multitasking skills, with the ability to manage multiple projects or events simultaneously and meet deadlines.
•Excellent communication and interpersonal skills, with the ability to collaborate effectively with diverse stakeholders.
•Detail oriented with the proven ability to provide high quality events and adhere to budgetary constraints.
•Fully support the four main objectives of the TVS Mission Statement.
•Recognize, embrace, and advance institutional goals for Equity, Inclusion, and Community.
•Exemplify personal and professional integrity and nurture a deep feeling of community with actions and attitudes.
•Flexibility to work some evenings and weekends as required.

Mental Demands/Physical Demands/Environmental Factors of the Position:
•demonstrate resilience and flexibility in the face of interruptions.
•maintain emotional control under stress.
•frequent standing, stooping, bending, pulling, and pushing.
•occasional prolonged and irregular hours
•lift up to 25lbs; up to 50lbs with assistance.
•work indoors and outdoors, moderate exposure to extreme hot or cold temperatures.
•must be able to be on feet for long periods and extensive walking.

Application Requirements:

Qualified candidates should complete an online application for employment and attach a cover letter and résumé by visiting Trinity Valley School Career Opportunities. Applicants will receive an email confirming receipt of their application. For questions or general inquiries about this opportunity, please contact:

Carrie Skains, Director of Human Resources Phone: (817) 321.0100
Email:

Trinity Valley School is an equal-opportunity employer. It is our policy to provide equal opportunity in all aspects of employment practices. Trinity Valley School does not discriminate against any qualified employee or applicant for employment due to race, color, religion, sex, sexual orientation, national origin, age, mental or physical disability, veteran status, or any other legally protected category under federal, state, or local laws.