Event Coordinator
Event Coordinator
Chapin School (Princeton, New Jersey)
Chapin School hosts several events throughout the year, including Grandparents’ Day, Runathon, Curriculum Fair, Locker Day, Winter and Spring concerts, Show Choir, alumni events, various receptions, and more.
The Event Coordinator will be responsible for the logistics of each event. The Event Coordinator will be in attendance at each event and will serve as the point of contact for the details of each event. Due to the nature of the position, evening and weekend hours are required from time to time. A calendar of planned events will be provided, but flexibility is a must.
● Support faculty and staff responsible for various school events.
● Establish and maintain relationships with vendors and venues.
● Complete catering orders and building use forms.
● Manage setup and cleanup of every event.
● Create, prepare, and print event-related materials including invitations, programs, name tags, etc. as needed.
● Maintain and replenish, when necessary, an organized supply of event materials, including, but not limited to, signage, tablecloths, vases, paper products, etc.
● Plan and manage event details and aspects for a variety of school functions hosted by the Admission and Advancement Offices, and for other school-wide events.
● Plan and manage all faculty and staff events, including, but not limited to, faculty meetings, the faculty holiday party, and the faculty end-of-the year party.
● Create reliable financial reports on each event.
● Be in attendance and manage every event and address any potential problems that arise at the event in real time.
● Maintain a working knowledge of the needs of a wide variety of events.
● Other duties as assigned.
End-of-the School Year Events and Activities
● Manage all aspects of all end of year events, including, but not limited to, Awards Day, Graduation, etc.
● Compile all photos and video for the End-of-the-Year Video, created by a professional videographer.
This is a 10-month position August 15 - June 15. The Event Coordinator reports directly to the Director of Advancement & Admissions.
Send electronically in one email and separate pdf documents to:
Karen Hepburn, Assistant to the Head of School
Chapin is an Equal Opportunity Employer and seeks a diverse and broad spectrum of qualified candidates.
