Special Events Coordinator for Advancement

  • Ransom Everglades School
  • Coconut Grove, Miami, FL, USA
  • Jun 13, 2022
Full time Advancement

Job Description

Ransom Everglades Schools seeks a Special Events Coordinator. This position will manage the logistics, preparation, execution and follow-up for all advancement-initiated special events. Reporting to the Director of Advancement, this is a full-time, 12-month position.  


  • Provides support for virtual, on- and off-campus events, managing logistics, arranging for necessary services, managing agendas, coordinating schedules and itineraries
  • Assist the Advancement Team staff with the planning and coordination of special events: monitor event timelines; run or request reports, mailing labels and name tags; manage event related direct mail projects; assist with invitation design; manage RSVPs; manage follow up correspondence and recordkeeping; coordinate event logistics with vendors and campus staff; assist with preparing event collateral; and oversee event registration
  • Represent the advancement office in school calendar meetings and school year calendar planning
  • Work closely with Head of School’s Office on Advancement-related events, meetings, scheduling, donor gifts, and select all-school events (e.g. commencement) 
  • Assists in requesting and managing volunteers for events (alumni and parents) 
  • Work with Advancement Services to create online registration forms and online promotional content
  • Maintains database to develop mailing lists and to monitor and track event registration responses
  • Coordinates event emails and mailings; manages guest responses in event databases 
  • Administers and monitors the collection of event fees and processing of invoices for payment
  • Maintain the Advancement events calendar and monitor the quantity and quality of events by constituency, region, etc. 
  • Regularly recommend new events and update or retire existing events according to current school and constituent needs
  • Manage and track event budgets, attendance, ROI and cost per attendee statistics
  • Manage, order and track event, donor and stewardship gifts and related items for the office 
  • Communicate with all stakeholders for the events
  • Additional duties and responsibilities as needed or assigned

Interested candidates should visit the RE website www.ransomeverglades.org and complete this application for employment. Please send the completed application, a cover letter and resume to:  careers@ransomeverglades.org.