Advancement Coordinator and Events Planner

Convention Industry Council - CIC; Wilmington (DE); On-site; USD 40,000 - 60,000; Full time

Job summary

An established industry player is looking for an Advancement Coordinator and Event Planner to join their team. This role involves supporting the Advancement Office with various administrative tasks, event planning, and donor relations. You will be responsible for coordinating events, managing donor files, and ensuring smooth execution of community celebrations. The ideal candidate will possess strong organizational skills, a positive attitude, and the ability to work collaboratively with a diverse team. If you are passionate about making a difference in the community and enjoy a dynamic work environment, this is the perfect opportunity for you!

Qualifications

• Bachelor's degree preferred; experience in non-profit is a plus.
• Knowledge of development principles and relational database software.

Responsibilities

• Support the Advancement Office with event logistics and donor relations.
• Coordinate events and maintain donor files with attention to detail.

Skills

Organizational Skills

Communication Skills

Attention to Detail

Team Collaboration

Event Planning

Database Management

Microsoft Excel

Microsoft Word

Education

Bachelor's Degree

Tools

Raiser’s Edge

Constant Contact

Job description

Tower Hill School is seeking an Advancement Coordinator and Event Planner. Starting in July 2025 and reporting to the Director of Leadership Giving and Donor Relations, this position will provide support to all positions in the Advancement Office as well as complete administrative projects and event logistics..

Responsibilities :

• Support the Advancement Office needs including greeting guests, providing phone coverage, sorting mail, taking inventory of and ordering supplies
• Create and maintain donor files with copies of correspondence in hard file for $1,000+ donors and Raiser’s Edge file as appropriate; communications binder updates
• Process incoming checks and cash; create and fulfill acknowledgement letters
• Schedule and coordinate internal and external meetings
• Provide support for all Advancement Office events including, but not limited to, Alumni Receptions, Homecoming, Reunions, Senior Dinner, Grandparents’ and Special Friends’ Day, Donor Stewardship events, and the Golf Outing, producing electronic/paper invitations and letters on schedule; tracking and distributing RSVP lists, preparing packets, making reservations , generating name tags, assisting with online registration/social media updates and follow-up communications
• Lead and coordinate annual All-School Events as assigned, including Convocation (September) and Tree Trim (December), collaborating with campus partners such as division heads, facilities, communications, and Head of School’s office to ensure smooth execution of these important community celebrations
• Collaborate with the Advancement Team to generate and coordinate Advancement Office communications through Constant Contact, including but not limited to event invitations, alumni updates, and solicitations
• Generate and produce personalized and merged documents incorporating Raiser’s Edge data including acknowledgement letters, honor/memorial notecards, new baby congratulations packets, labels, envelopes, invitations, capital campaign and homecoming/reunion letters
• Assist in the updating and maintenance of the Raiser’s Edge database and TowerNet, checking obituaries daily in local newspaper, updating constituent and donor records from news alerts, emails from alumni and class notes, and tracking and updating event attendees
• Send weekly Weathervane email to Grandparents; return mail processing and follow up with constituents
• Assist with school-year changeover of constituents as well as other large-scale data entry projects
• Manage the mailing process schedule and complete the mailings including proofing, obtaining signatures, copying, filing, stuffing, sealing, and mailing
• Produce purchase orders/reimbursements and follow up as necessary with the Business Office
• Maintain the postage account by tracking postage balances and permit fees, and processing payments.
• Manage office calendar and schedule meetings and events as needed
• Develop, manage and meet all assigned project timetables/deadlines
• Must be able to work some evenings and weekends.
• Maintain professional relationships with all members of the school community
• Other duties as assigned

Qualifications and Skills:

• Bachelor’s degree is preferred
• Additional workshops, certificate programs in area of relational database software principles and operations would be helpful
• Two years of relevant workplace experience, preferably in a non-profit organization, though an equivalent combination of education and experience may be substituted
• Knowledge of development principles and practices
• Knowledge of Windows-based software; including Microsoft Excel and Microsoft Word
• Ability to work independently and creatively within defined scope of authority
• Ability to exercise sound judgment, tact and diplomacy
• Organized, accurate and detail-oriented
• Ability and willingness to work as a member of a team in a variety of roles, sometimes outside of his/her job responsibilities
• Ability to set and achieve multiple personal goals and objectives under deadline pressures
• Ability to maintain confidential information
• Positive, winning attitude, energetic, driven, and goal-oriented personality

Tower Hill School is a coeducational private school for age 3 through Grade 12, dedicated to living our motto Multa Bene Facta —Many Things Done Well. With a beautiful 44-acre campus located in northwest Wilmington, Tower Hill has the reputation as one of the top academic schools in the region. Our unparalleled resources include excellent faculty, state-of the-art facilities and individualized learning support.

Mission Statement: Tower Hill School prepares students from diverse backgrounds for full and creative engagement with a dynamic world. Each student is provided with an educational experience that emphasizes the development of an inquisitive, discerning and critical mind; the value of being creative and aesthetically sensitive; the appreciation of physical well-being; the ability to collaborate and to function as part of a team; and the growth of character.

Tower Hill is an equal opportunity employer.

Please submit a resume and cover letter as soon as possible.