Campus Events and Hospitality Manager

Holton-Arms School; Bethesda (MD); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Health insurance

403b retirement

Tuition remission

Professional development opportunities

Paid parental leave

Paid sick days

Lunch provided

Job summary

Holton-Arms School in Bethesda, MD, seeks a Campus Events and Hospitality Manager to oversee planning and execution of school events across the year, ensuring professionalism, warmth, and alignment with the school's standards.

The full-time, 12-month role reports to the Director of Development, coordinates with facilities, food service, IT, and communications, and requires a Bachelor's degree plus two years of relevant experience.

Qualifications

• Bachelor's degree required plus two years of relevant work experience.
• Excellent communication skills, both oral and written.
• Ability to multitask and work in a fast-paced environment.
• Proficiency in standard office software; familiarity with event management tools is a plus.

Responsibilities

• Create and implement a tiered system for event support and resources.
• Coordinate staffing for major events and manage inquiries.
• Manage calendars, room reservations, and event promotions with the Communications Office.
• Oversee logistics for on-campus events including AV, catering, and speaking engagements.

Skills

Event coordination

Communication skills

Multitasking

Organizational skills

Education

Bachelor's degree

Two years of relevant work experience

Tools

Microsoft Word/Excel

Outlook

Google Drive

Job description

Founded more than a century ago, Holton-Arms School encourages young women in grades 3-12 to approach the world with a thirst for challenge, unflinching curiosity, and a sense of responsibility to use what they learn for the greatest good. A nationally-recognized school that prioritizes purposeful connections, Holton is a vibrant place where both students and faculty are deeply engaged in the process of learning and bring tremendous spirit and passion to their work.

With a long legacy of excellence in educating girls, Holton provides students with time-tested and future-forward programming, preparing them for what the world needs next. The mission of the Holton-Arms School is to cultivate the unique potential of young women through the “education not only of the mind, but of the soul and spirit.” Founded in 1901 by two visionary women, Holton-Arms continues to cultivate a diverse, inclusive, and equitable school community; tend to the health and wellbeing of its members; and build a global curriculum that responds to the learners in its classrooms and the world around us.

The school’s aspirations and current program are rooted in Mrs. Holton’s founding vision: “My high hope is that they who enter through the ‘Open Door’ of Holton-Arms remember they felt, in the friendliness of a home, the urge to learn and the joy of overcoming obstacles as the way to happiness and the fullest life.” In this vibrant community committed to academic excellence, discovery, creativity, and joy, students are scholars, artists, and athletes who find their voices, take risks, learn from mistakes, pursue leadership opportunities, and build lifelong friendships. The school motto, Inveniam viam aut faciam (I will find a way or make one), exemplifies this spirit of agency and empowerment.

We seek applicants from diverse backgrounds, talents, and interests who share our passion for helping girls learn, grow, and thrive. Together, we are committed to cultivating the leaders of tomorrow who will make a positive impact on their communities and the world.

Position Description

The Campus Events and Hospitality Manager at Holton-Arms oversees the successful planning and implementation of all school events, ensuring they showcase the excellence, professionalism, dynamism, and warmth that distinguish the School. This role serves all constituencies, divisions, and departments by assisting with the planning, organizational, and communication needs for school events throughout the academic year. The Campus Events and Hospitality Manager is a full-time 12-month position that reports to the Director of Development.

Responsibilities

Events Management (60%)

• Create and implement a tiered system for event support that distinguishes between levels of preparation and the resources required.
• Support the coordination and staffing of all school events, including major school events such as Convocation, Holiday Party, Commencement, Reunion Weekend, Senior Luncheons, Admissions events, and Back to School Nights.
• Serve as the primary point of contact for all event inquiries and organization.
• Develop and manage event request forms and processes, including updating, tracking, debriefing, and closing out events in the database as assigned.
• Manage weekly events meetings to prepare for upcoming events.
• Coordinate with facilities, food service, IT, and other departments to ensure successful event setup, execution, and breakdown.
• Oversee the creation and distribution of print and digital event invitations and promotions in partnership with the Communications Office.
• Educate faculty, staff, volunteers, and other key constituents on proper procedures regarding events and ensure adherence to protocols, implementing and enforcing scheduling constraints for events where necessary.

Calendar and Space Management (30%)

• Serve as the central point of contact for the school's master calendar.
• Support the overall school calendar and planning process, including conducting weekly calendar and events meetings.
• Enter, monitor, and coordinate all events and room reservations on the School's digital calendar and space management system.
• Manage and optimize the school's space reservation system, ensuring efficient allocation of rooms and facilities for all events and activities.
• Work with the school Administrative team to help develop the school calendar and participate in calendar committee discussions.

Logistics Coordination (10%)

• Coordinate the logistics for all on-campus events, including setup, audiovisual needs, floral
• and catering arrangements.
• Manage and coordinate speaking engagements and related logistics for school leadership (e.g., Head of School, Assistant Head of School) in coordination with relevant departments.
• Assure discreet and confidential handling of all business related to event planning and logistics.

Qualifications

• Bachelor's degree required plus two years of relevant work experience.
• Integrity, warmth, confidence, a positive outlook, a solid work ethic, and a good sense of humor.
• Ability to interact effectively and be respected by the constituencies of the School community: all employees, the Board of Trustees, parents, and friends of the School.
• Excellent communication skills, both oral and written.
• Proficiency in software such as Microsoft Word/Excel, Outlook, and Google Drive; knowledge of event management or calendar software is a plus.
• Ability to multitask and work successfully in a fast-paced environment.
• Strong organizational skills with attention to detail.
• Ability to learn via training classes, web-based training, and online documentation.
• Ability to upgrade skills to meet changes in job requirements.
• Possesses a \"can-do\" attitude.
• Hours for this position may vary from normal school hours to ensure logistical support at daytime and evening events as needed.

Diversity, Equity, and Inclusion Mission Statement

Holton-Arms cherishes the uniqueness of each of our members including current and former students, faculty, and staff.We seek to create an inclusive environment that sees, values, and supports diverse identities and experiences, cultivates engaging discourse, and empowers our students to be thriving members of the global community. At Holton-Arms, each of us is responsible for fostering an equitable, respectful, and just community.

Salary & Benefits

The average salary range for this position is $65,000 - $75,000, the exact salary to be determined based on education and experience. Benefits include health insurance with a generous employer contribution to medical, dental and vision; life and disability insurance; 403b retirement savings with an employer match and non-elective contribution; employee assistance program, tuition remission for eligible children; professional development opportunities; paid parental leave after one year of employment; paid sick and personal days; and lunch is provided on school days.