Director Of Event Coordination

Position Profile: Director of Event Planning and Coordination

About the Position:

Saint Ignatius High School, a highly successful Jesuit college preparatory school for boys in Cleveland, Ohio, is seeking an enthusiastic, “hands on”, experienced Event Planning professional to coordinate and manage the planning and production of all school and third party events held at Saint Ignatius High School. Across our 25-acre campus and 20+ buildings, a variety of internal and third party events are held throughout the year, from traditional business meetings, luncheons and dinners to galas to productions in our theater. The ideal candidate will have at least 10 years of event planning experience in a large venue setting such as a college/university, hotel/banquet facility or sports arena/stadium, with demonstrable project management, communication, collaboration, customer service and technology skills. The Director of Event Planning and Coordination collaborates with various school and third party personnel to co-develop event requirements including location (s), timing, size, configurations, and other requirements necessary to conduct a successful event (e.g. technology, catering, security), while ensuring school policies and values are adhered to. Impeccable attention to detail, a customer service focus, a collaborative work style, and ownership of quality control are also key attributes of the successful candidate. This full-time, non-exempt, year round position reports to the Senior Director of Operations and Campus Security and the position requires significant walking, stair climbing and other “active/hands on” ability.

As a Catholic School in the Jesuit tradition, Saint Ignatius has been educating “Men for Others” for 130 years. The school is known locally, as well as nationally, as a leader in educational excellence. At graduation, students will be open to growth, intellectually competent, religious, loving, and committed to peace and justice.

The position pays a competitive salary with excellent benefits in an outstanding work environment. Saint Ignatius has been named a "Best Workplace" by the Cleveland Plain Dealer annually since 2011. Numerous personal, professional, and spiritual growth opportunities are offered.

Primary Areas of Responsibility:

• Liaison for scheduling and coordinating all events held on the school campus, both school sponsored and third party.
• Provide customer service to all visitors, students, faculty, staff, and event sponsors.
• Create, maintain and update standard operating policy and procedure manual for events held at Saint Ignatius High School.
• Working with event sponsor to gather and understand all requirements and ensuring all requirements are documented timely and thoroughly in the school’s event planning software (FMX).
• Providing quality control to ensure all event set-ups are on time and as agreed and approval of all event sites prior to the start of event.
• Primary ownership of the FMX event planning system with the ability to ensure it is being utilized to its maximum potential.
• Provides hands on assistance with set ups, adjustments or other tasks as needed to ensure a quality event experience.
• Collaborating and communicating with Facilities, Grounds and Events supervisors in a timely and accurate manner to ensure event schedule and requirements are understood in advance.
• Identification, communication and resolution of potential event conflicts or potential bottlenecks to avoid issues.
• Ensure compliance with legal, health and safety, school mission and values and insurance (third party events) requirements.
• Collaborating with Marketing, Technology, Campus Dining and Campus Security personnel as needed based on event requirements.
• Maintain up to date information on school calendar and event planning reservation system.
• Performs other related duties as assigned.
• Manage the documentation process (reservation request, event details, attendance expectations, technology requirements, security requirements, catering requests, etc.) for all events and provide continuous improvement to ensure information is being gathered, documented and communicated efficiently.
• Developing and maintaining ongoing communication protocols with event sponsors.
• Oversee and manage the facility rental process for external users (contracting, fees, etc.).
• Provide periodic reports, feedback and improvement ideas to supervisor and others as needed
• If required, arrange for rental of equipment and materials with preferred vendors, approving invoices, capturing and assigning costs to the event.

Qualifications:

• Bachelor’s degree preferred with at least 10 years of progressively increasing event planning and coordination experience in a large venue setting such as a college/university, hotel/banquet facility or sports arena/stadium.
• Demonstrable written and oral communication skills.
• Highly proficient in Microsoft Office suite, primarily Excel and Word, Google suite of tools and mobile apps
• Experience with FMX Event Planning software a strong plus; prior experience with event planning software required
• Demonstrable project management skills (utilizing technology as appropriate).
• A current portfolio of previous event planning experience.
• Willingness and ability to walk and climb stairs throughout the 25-acre campus facilities daily performing quality control, meeting with faculty/staff and ensuring that event spaces are properly set up, cleaned up, prepared, etc.

Our Values:

The position offers a unique opportunity to the candidate who is willing to contribute significantly to sustaining a school where:

• The natural talents and creative abilities of per­sons are recognized and celebrated.
• Individual contributions and accom­plish­ments are appreciated.
• People are believed in, honored and cared for.
• The Catholic Faith is highly valued.
• Sacri­fice on be­half of the economically poor, the socially deprived, and the educationally disad­vantaged is commonplace.
• Each person finds the chal­lenge, encour­age­ment and support needed to reach his fullest individual po­tential for excel­lence.
• We help one another and work together with en­thu­siasm and gene­rosity, attempting to model concretely in word and action the ideals we uphold for our students and ourselves.
• Everyone is treated fairly and justly.

About Saint Ignatius High School:

Saint Ignatius High School, which opened its doors on September 6, 1886, is a Jesuit college-preparatory school. The school enrolls more than 1,400 young men who hail from 92 cities in an 11-county region. Located in close proximity to downtown Cleveland in the vibrant and energetic Ohio City neighborhood, the school occupies 23 acres and includes 19 buildings and three athletic fields. The school has 114 faculty members, 89 percent of whom hold advanced degrees. Fifty-six percent have spent 10 years or more teaching at Saint Ignatius.

Saint Ignatius is also home to The Welsh Academy, a middle school for boys from local families of modest economic means, founded in 2019. The Academy enrolls more than 60 boys in grades 6-8 and occupies Kesicki Hall on campus.

Academically, Saint Ignatius is a regional and state leader in National Merit finalists. To challenge students and prepare them for college, the Saint Ignatius curriculum offers 17 Advanced Placement (AP) and 21 honors subjects. In September 2009, the school was designated a Blue Ribbon school by the US Department of Education.

A Saint Ignatius education prepares students to become competent, concerned, and socially responsible members of their communities. With the motto of Men for Others, there is a prime concern for developing Christian values among all students. Part of the Saint Ignatius student experience includes the promotion of faith in the service of justice.

Employment Philosophy:

Consummate with its mission, the school strives to develop a community that is appropriately representative of the diversity of society.

As an equal opportunity employer, Saint Ignatius High School is committed to a diverse workforce. To ensure reasonable accommodation for individuals protected by Title I of the Americans with Disabilities Act of 1990 (as amended), applicants that require accommodation in the job application process may contact the Human Resources Office at 216-651-0222 for assistance.

Candidates are encouraged to visit the Saint Ignatius website: www.ignatius.edu