Events and Advancement Assistant

Black Pine Circle School

Berkeley, CA


Position OverviewThis position is a direct report of the Director of Communications and Special Events. The successful candidate is responsible for assisting with many aspects (25%-50%) of several BPC events and advancement administrative tasks as part of a team. The events and advancement assistant is responsible for assisting with planning and producing many school community events, including, but not limited to: Back to School Picnic, Generations Day, New Parent Socials, Weekly Coffees, Senior Send Off, and our Spring Soiree. Participates as part of a team for other school events such as the Art Exhibit Opening, Science Week, Winter and Spring Concerts, Major Donor Thank You Dinner, the Halloween Festival, and Graduation. This person will also help with faculty events, including food coordination for in-service trainings, holiday parties, board dinners, and refreshments for all-school faculty and staff meetings.

Essential Duties and Responsibilities:

  • Work in concert with BPC’s Director of Communications and Special Events to assist in operations and coordination of logistics for each event (timeline, venue reservations, caterer, facilities requests, payment arrangements, RSVPs, etc.)
  • Assist with venue and vendor selection, contract negotiations and service agreements.
  • Help with the design, copy and production of event related collateral including invitations, programs, signage, name tags, registration lists, seating, etc.
  • Work with BPC’s Director of Communications and Special Events on development and implementation strategies around event programming and themes (in collaboration with the advancement team).
  • Assist with supervision of “day-of-event” volunteers. 
  • Work with BPC’s Director of Communications and Special Events on coordination of internal departments and getting key students to assist in producing engagement events (i.e. Drama department, Music department, Student Affinity Groups/Teams, etc.)
  • Oversee BPC merchandise sales.
  • Other duties and tasks as assigned.

Required Qualifications and Skills:

  • Excellent and professional interpersonal skills both in person and by phone.
  • Ability to communicate effectively within a diverse community.
  • Demonstrated ability to work independently with minimal direction and collaborate as part of a larger team.
  • A proven ability to manage multiple projects and meet deadlines.
  • Bachelors’ degree in marketing, communications, project management or closely related field; years of experience will be taken into consideration in lieu of degree.
  • Flexibility to attend evening and/or weekend events.
  • Ability to produce professional quality documents in Word, Excel, PowerPoint and Google Suite.
  • Passionate about being part of a team with a firm commitment to customer service and stewardship.
  • Flexible, with a high tolerance for change, ambiguity, and a fast-paced environment.
  • Demonstrated excellent punctuality and attendance.

Preferred Qualifications:

  • Previous work experience in a school or non-profit environment.
  • Proficiency in donor management software and online event registration tools.
  • Experience with social media posts is a plus.
  • Ability to take photos/video clips preferred.
  • Ability to read, write and speak in Spanish is preferred.

Working Environment:  Sitting or standing for prolonged periods of time. Light to moderate lifting (up to 50 pounds). Reaching, stooping, pulling, pushing, bending, walking, writing, and keyboarding.