Alumni Engagement Operations Associate

Summary: The Alumni Engagement Operations Associate is responsible for managing logistics and providing operational support for all in-person, virtual, and hybrid events (approximately 80-100 annually) organized by the Alumni & Development Office. This includes Alumni Weekend, Hill Weekend, affinity gatherings, and other alumni and development programming. This team member will provide event operations support, handle administrative tasks, and work closely with the Director of Alumni Engagement, colleagues, and external vendors to ensure seamless event execution. Additionally, this role supports the creation of alumni event communications and manages alumni event invitation lists to ensure effective outreach. The Alumni Engagement Operations Associate may be required to travel locally and attend certain events in person.

Essential Responsiblities

• Event Logistics: Execute a 12-month production plan for Alumni Weekend, Hill Weekend, and Affinity Alumni Weekends. Coordinate event logistics for all events, including in-person, virtual, and hybrid formats. Develop event timelines, briefings, and production details for all events.
• Event Communications and Outreach: Collaborate with team members to create event communications, including invitations, reminders, and follow-ups. Pull and manage invitation lists using RENXT and other database platforms to ensure accurate and targeted outreach. Support the dissemination of event-related communications across multiple platforms, including email and social media. Manage the events@lawrenceville.org email account.
• Vendor and Budget Management: Serve as the liaison between the Alumni Engagement Office and external vendors to ensure timely communication and execution of event needs. Secure venues, manage contracts, and track event budgets to ensure all events remain within financial parameters.
• Data Management and Reporting: Track RSVPs, registrations, and attendee data using RENXT and other platforms. Manage event-related data entry, including updating alumni records and generating reports for planning and follow-up. Maintain organized records of past events to inform future improvements.
• Event Support and Follow-Up: Prepare all event materials for the event lead, including packing and organizing supplies, ensuring all necessary items are ready for transport. Assist with coordinating logistics and troubleshooting in advance of the event. If needed, provide on-site support during events, including setup, execution, and issue resolution. Conduct post-event recaps, documenting feedback and areas for improvement. Memorialize event files, including final attendee lists and related materials.

• Bachelor's degree in a related field, or a combination of education and experience, required.
• Two to three (2-3) years of experience working in event management/coordination, preferably in a nonprofit or educational setting, required.
• This person must have the ability to work earnestly and cooperatively in a team environment with co-workers and volunteers and to give and receive feedback on common projects and tasks.
• Excellent verbal and written communication skills. This position will require the production of significant written correspondence.
• Independent problem solver with strong critical thinking skills, proficient at prioritizing issues and crafting effective solutions.
• Exceptional attention to detail, adept at managing multiple concurrent deadlines in a fast-paced setting.
• Familiar with Microsoft Office, Google Suite, MailChimp, and alumni databases, with expertise in Google Sheets and Excel functions. Capable of efficiently creating name tags and other template-based materials.
• Ability to travel (by car, air, train, or bus) domestically as needed.
• A strict adherence to confidentiality.
• Ability to follow verbal and written directions, maintaining a professional demeanor and restraint at all times.
• Demonstrated commitment to diversity and inclusivity and to serving the needs of a diverse and inclusive community with diplomacy and tact.

The Lawrenceville School is a diverse and inclusive community and makes all employment decisions without regard for an individual's race, creed, color, religion, national origin, nationality, sex, pregnancy, affectional or sexual orientation, gender identity or expression, age, veteran status, physical or mental disability (including AIDS and HIV related illness), genetic information, refusal to provide genetic information, refusal to submit to genetic testing, ancestry, familial status, marital status, domestic partnership status, civil union status, atypical cellular or blood trait, military service, application for military service, or any other characteristic protected by applicable law. The Lawrenceville School will also provide reasonable accommodations for qualified individuals in accordance with applicable law.

The Lawrenceville School conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful completion of the background check.

Eligible employees receive a competitive benefit package that includes health insurance coverage, paid leave and retirement plan options and many other valuable programs.