The Senior Project Lead, Special Events & Community Engagement directs the end-to-end operational project management, technical execution, and strategic production of institutional advancement events at Trevor Day School. Operating within the Development team, this role engineers high-impact experiences that advance fundraising, major-donor stewardship, and cultivation goals. Responsibilities include managing complex event logistics, external vendor contracts, and advancement database systems, as well as collaborating with senior administration and the Parents Association to ensure mission-aligned, high-quality events.

Responsibilities

Under the direction of the Director of Development and in collaboration with the broader Trevor Leadership team, the Senior Project Lead, Special Events & Community Engagement is a strategic partner who oversees the design, planning, and implementation of all Development/Alumni-related special events to help advance constituent relations and fundraising goals, including but not limited to parent receptions, dinners, Special Visitors Day, phone-a-thons, alumni relations events, as well as targeted donor receptions.
Build and manage master operational timelines, critical paths, and project milestones for major institutional events, including Centennial initiatives.
In collaboration with senior administration, optimize opportunities to strengthen relationships and demonstrate public appreciation for donors and benefactors at major organizational events, including Commencement, a back-to-school night, and Homecoming, among others.
Tailor event programming for specific audiences, including parents, donors, trustees, and alumni, ensuring a high quality, mission-aligned experience for all constituents.
Define event objectives and track performance metrics to ensure actionable engagement to achieve long-term goals, including fundraising, donor cultivation, stewardship, and community building among a wide cross section of stakeholders.
Serve as the operational lead for event-related data integration across Raiser’s Edge, Almabase, and Greater Giving. Oversee RSVP tracking, audience segmentation, financial data entry, and post-event analytical reporting. Utilize Adobe Creative Cloud, Canva, MailChimp, and digital platforms to design, program, and distribute targeted invitations, registration portals, and promotional assets.
Direct budget tracking, cost forecasting, and financial reconciliations for event operations in collaboration with the Business Office. Manage third-party contract negotiations and vendor relationships (catering, production, technology, security).
Collaborate with senior members of school administration and other business units to ensure messaging and brand positioning remain consistent across all experiences.
Stay current with industry trends to continuously improve the guest experience and ensure events are innovative and engaging.
Collaborate with the Director of Development and other members of senior administration and Trustees on executing a VIP stewardship plan for leadership donors, which may include special events, reports, and other strategic touchpoints.
Co-produce strategic briefings and remarks for school leadership and event VIPs.
Guide and support the Parents Association (PA) leadership with their own event productions to ensure proper procedures and protocols are followed, while serving as the primary day-to-day liaison to the PA.
Work with the PA on coordinating, updating, and maintaining PA event records, and any related sponsored event information in Greater Giving.
Assist in overseeing logistics for volunteer and staff coordination, ensuring clarity of roles and responsibilities during events.
Attend regular school operations meetings to review needs for upcoming departmental events.
Is a visible and engaged community member actively working to create a welcoming environment for every member of the school community.
Perform additional responsibilities as required to support the team’s objectives and needs.

Requirements

The ideal candidate will hold a bachelor’s degree and have a minimum of three years of professional event planning experience, ideally within an independent school, higher education, or non-profit setting.
Proficiency in Google G Suite and Microsoft Office with a proficiency in Excel, Raiser’s Edge, Almabase, or a similar CRM system. Hands-on knowledge of Mailchimp, Canva, Facebook, Instagram, and LinkedIn required.
Familiarity with design programs, such as Canva, Paperless Post, and Adobe.
Ability to work non-traditional hours, including designated evenings and weekends, to execute major school events.

Nice to have

Impeccable attention to detail, exemplary organizational skills, a strong ability to manage multiple event timelines simultaneously without losing sight of details, and proactive problem solving. Demonstrated ability to build trust and communicate clearly and effectively to various stakeholders. Ability to maintain confidentiality, adapt to change and learn new processes.