• Full Time
  • San Francisco
  • This position has been filled

Website The Bay School of San Francisco

Job Announcement:​ Special Events Coordinator

Reports to: Director of Advancement

Status: 100% FTE, non-exempt

Start date: ASAP

Located in the Presidio of San Francisco, The Bay School is an independent, college-preparatory high school committed to providing its students with a challenging, innovative curriculum and a collaborative, supportive community. Our staff and faculty members (“staffulty”) foster and model curiosity, critical thinking, intentionality, open dialogue, and good humor as well as a commitment to equity and belonging within Bay and beyond. Bay students have been described as engaged and thoughtful self-advocates who value community and courage. Please visit our precepts and academics pages to learn more about our school.


The Bay School does not discriminate on the basis of race, color, religion, gender identity, national origin, ancestry, sexual orientation, age, or any other characteristic protected by law. We are committed to having a staffulty and student body that reflect the diversity of the Bay Area. We strongly encourage those with a demonstrated dedication to social justice, collaboration, innovation, and student-centered education to apply. We encourage BIPOC candidates to apply.


As of this posting, The Bay School is conducting school in-person. All Bay School employees must be fully vaccinated against COVID-19 with an approved vaccine prior to starting work unless exempted from immunization in accordance with law and provide documentation confirming such immunization and/or exemption.


We do not sponsor work visas.


Position Description

The Bay School seeks an energetic person to join the Advancement team as our Special Events Coordinator to help plan and execute a variety of school events, including our annual Bay Splash fundraising event, opening day reception, new parent/guardian dinner, Grandfriends Day, exhibition events, graduation and various other community events throughout the year. The Bay School is heavily focused on community engagement and stewardship with an array of events and activities sponsored by the Advancement office and the Bay Family Association.

The ideal candidate will be a quick study and a self-starter, enthusiastic about getting to know the school community, culture, and systems; and, like the rest of the team, demonstrate a willingness to wear many hats. With the addition of this position, the Advancement team will have five full-time positions including the Director of Advancement, the Assistant Director of Advancement, the Database Manager/Advancement Associate, and the Campaign Manager/Advancement Analyst. The office is responsible for all of the school’s fundraising initiatives and works closely with the Board of Trustees, the Bay faculty and staff, the students, the family association, parent volunteers as well as alumni and alumni parents. Every person on the team contributes to the success of this position and the busy event schedule.

Essential Functions

  • Create an annual events calendar, provide logistical support and act as the main point of contact around all school events sponsored by the advancement office. Manage all aspects of the planning, production, and follow-up of special events.
  • Coordinate with various constituencies to track and manage timelines, budgets, vendors, and requirements for each event.
  • Create individual timelines, including run of show, for each event and effectively share out with the appropriate audiences.
  • Work with the advancement team, mar/comm team, and various volunteer groups to prepare event invitations, promotional materials, and collateral.
  • Be a visible and engaged community member actively working to create a warm and welcoming environment for every member of The Bay School family.

Qualifications and Experience

  • Working knowledge of principles and practices of event planning and production with strong general office and admin skills.
  • Ability to motivate and manage diverse teams of volunteers including students.
  • Demonstrate sound judgment, effective decision-making, and problem-solving skills.
  • Ability to work well under pressure, be flexible, and collaborative.
  • Excellent planning and communication skills.
  • Good attitude and willingness to jump in as needed.
  • Detail-oriented with the ability to multi-task and stick to deadlines.
  • Solid tech aptitude. Bay works with Microsoft Office, Google Suite, and Raiser’s Edge database.
  • Able to work some nights and weekends as dictated by the event schedule.
  • Strong cultural competency; dedication to anti-bias and equity work; understanding of the social justice dimensions of education.
  • Desire to work with a dynamic, creative, and committed team of hard-working advancement professionals.

The school offers a salary commensurate with experience and a generous benefits package.


If interested in the position, please review our website, then email ​all​ of the items below to Amy Talbot, Director of Advancement​ at ​jobs@bayschoolsf.org​,​ subject line: Special Events Coordinator.


1) Cover letter describing your interest in the position as well as how you anticipate contributing to The Bay School and the Advancement Department

2) Resume

3) Contact list of references, at least one of whom must be a recent supervisor

Tagged as: High School