Manager of Special EventsBACK TO SEARCH
Job Type:
Full Time
Apply To:
GFS Resumes
Grade Levels:
Job Description:

The Manager of Special Events is responsible for designing events that further the school’s overall Advancement goals. The ideal candidate will approach events with creativity and a commitment to designing them to meet their objectives in meaningful way that reflect the spirit and culture of the school. This person will manage the administrative duties of 50+ events throughout the year. Events are organized for various audiences, including parents, prospective families, alumni, and our entire school community and range from 15-750 attendees. Reporting to the Director of Development, the Manager of Special Events will work with various constituencies inside and outside the school including Admissions; Communications and Marketing; Alumni Relations; Diversity, Equity, and Inclusion; The Friends Free Library; the Parents Association; Athletics, and our four divisions. The Manager of Special Events will manage events independently and will also provide support for events managed by different departments.



  • Enhance current annual events and identify opportunities for new programs that engage our constituencies, market our school, and celebrate the GFS experience
  • Serve as lead in all pre-event, on-site event, and post-event tasks, including:
    • Identify event goals and program needs
    • Design the event experience
    • Create and managing event timelines
    • Support program development and speaker identification
    • Develop room layouts and décor proposal
    • Support the marketing and communication department in designing invitations, websites, video development
    • Serve as event vendor liaison, arranging food and beverage,
    • Manage logistics and details - reserve audiovisual equipment and rooms; order signage, prepare name tags, order and track inventory of event and promotional materials, manage event contracts
    • Lead on-site event coordination, post-event breakdown, and any necessary post-event follow up
  • Updates database with event details including invitees, RSVPs, and actual attendance
  • Prepare budgets and track event finances including check requests, invoicing, and reporting
  • Propose new ideas to improve the event planning and implementation process
  • Proactive in finding resources to help staff make decisions about event possibilities
Applicant Requirements:


  • Minimum of 3 years related event experience
  • Excellent computer skills and knowledge of Google Drive and Apps; and project management software (such as Wrike)
  • Ability to work beyond traditional hours during events, including nights and weekends
  • Organized, detail-oriented, and able to manage several projects concurrently
  • Independent worker and thinker as well as a team player
  • Ability to lift 20lbs and walk around campus to ensure event is being handled properly
  • Bachelor’s degree required
  • Valid driver’s license required



Please send a cover letter, resume, and 2 examples of event work (event plans, collateral, websites) to

Job Posting Expiration Date: 04/19/2019
Non-discriminatory Statement:
Position Level:
School Name:  Germantown Friends School
Street Address: 31 West Coulter Street
City: Philadelphia
State: PA
Zip Code: 19144
Phone: 215-951-2300
Head Of School: Dana Weeks
Founding Date:
Day / Boarding: Day Only
Age / Grade Levels: PreK-12
Enrollment Size:
Social Media Sites:
Admissions Contact: Laura Sharpless Myran
Admissions Email:

08/27/2018 31 West Coulter Street
Philadelphia, PA 19144

31 West Coulter Street
Philadelphia, PA 19144 School

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