Advancement Events Coordinator

Job Description

Job Description

Position : Advancement Events Coordinator

Department : Advancement

Location : Caroline Saltonstall Building

Hours : Full-time; generally 8 : 30 AM - 5 : 00 PM M-F and some weekend and evening

hours flexibility required

FLSA : Non-exempt

Milton Academy is an independent college preparatory K–12 school, boarding and day in grades 9–12, located south of Boston.

Milton Academy cultivates in its students a passion for learning and a respect for others. Embracing diversity and the pursuit of excellence, we create a community in which individuals develop competence, confidence and character. Our active learning environment, in and out of the classroom, develops creative and critical thinkers, unafraid to express their ideas, prepared to seek meaningful lifetime success and to live by our motto, “Dare to be true.”

Summary of Position :

The Advancement Events Coordinator provides key logistical, communications, and administrative support for Milton Academy’s Advancement events and initiatives. This position is responsible for ensuring smooth execution of large-scale programs such as Reunion Weekend and signature advancement events, managing event registration platforms, maintaining the events calendar, supporting event communications, and coordinating day-of logistics for both in-person and virtual programs. The coordinator plays a complementary role in communications by preparing event emails, supporting event-related social media content, and tracking audience responses. This role is suitable for an organized and detail-oriented professional who enjoys contributing to seamless event experiences while advancing alumni, parent, and donor engagement with Milton Academy.

Essential Functions and Responsibilities

Event Coordination and Logistics

Provide day-of staffing and logistical support for advancement events, ensuring positive guest experiences.

Oversee preparation of event materials including ordering, organizing, packing, and transporting supplies.

Manage nametag creation, printing, and assembly for all development events.

Serve as main contact for event inquiries through the RSVP inbox, responding with timely and professional communication.

Maintain and track supplies for events, including “event in a box” packages and host gifts.

Update and maintain the events calendar with key details following each program.

Build and manage events in Almabase, including registration setup and associated communications.

Reunion Program Management

In partnership with the Annual Giving Officer, Young Alumni and Students coordinate Reunion programs such as the Dare to Be True Lunch student panel, including moderator arrangements, student selection, and class-specific student needs.

Lead Reunion registration build-out in AlumniQ, serving as the sole contact with the vendor to ensure seamless user experience.

Communications and Marketing

Draft and schedule event-related emails using email marketing platforms.

Support event-related content for social media in collaboration with team members, ensuring consistent branding and tone.

Monitor communications analytics (open rates, engagement, registrations) and track results to inform future strategies.

Provide event recap notes and content support for newsletters or advancement publications.

Request and prepare event email and mailing lists in coordination with Advancement Services.

Administrative and Financial Management

Enter RSVPs and attendance data into Raiser's Edge to maintain accurate records.

Process invoices, track expenses, and reconcile budgets related to engagement and events initiatives.

Generate reports as needed on attendance, budget, or event communications.

Work cooperatively with other coordinators and team members on shared projects and office initiatives.

Supervision to be received : Reports to the Development Events Manager

Education and Experience

Required : Bachelor’s degree

1+ years of work experience in events, marketing, communications, or similar fields

Preferred : Experience in an independent school, higher education, or mission-driven

nonprofit environment

Familiarity with event registration platforms (AlumniQ, Almabase), CRM databases such as Raiser’s Edge, Canva, or email marketing systems (e.g.,MyEmma, Mailchimp, Constant Contact, Slate)

Understanding of communications trends including social media strategies for events

Required Skills and Abilities

Strong organizational and project management skills with attention to detail.

Excellent written and oral communication abilities.

Customer-service oriented, with ability to create welcoming event environments.

Comfort with email marketing tools and ability to adapt messaging for multiple channels.

Team-oriented and flexible, with strong problem-solving skills under pressure.

Ability to manage competing priorities and deadlines effectively.

Discretion and professionalism in handling sensitive information.

Ability to work occasional nights, weekends, and Reunion overnight programming.

Physical Requirements

Ability to work at a computer for extended periods, in line with OSHA requirements.

Must be able to lift and move small packages (up to 25 pounds) and event supplies.

Comfort moving around campus and assisting with onsite event setup and breakdown.

Must be able to participate in overnight trips away from Milton Academy.

All interested internal candidates must complete an application for promotion or transfer and forward to your supervisor as soon as possible.

The essential functions and basic skills have been included in this job description; it is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.

Milton Academy is an equal opportunity employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of any category protected by federal, state, or local law, including but not limited to race, color sex, sexual orientation, gender identity, gender expression, religion, disability, age, genetic information, veteran status, ancestry, citizenship or national or ethnic origin.