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

Website The Bay School of SF

JOB ANNOUNCEMENT: Special Events Manager

EMPLOYEE STATUS: 100% FTE, Non-Exempt, Full-Year

REPORTS TO: Director of Advancement

WORK SCHEDULE: Monday-Friday, 8:00 AM- 5:00 PM with the ability to work occasional extended weekday hours, some nights, and some weekends as dictated by the event schedule

START DATE: June 1, 2023

SALARY RANGE: $31.25-$41.00 per hour

Located in the Presidio of San Francisco, The Bay School is an independent, college-preparatory high school committed to equity and belonging within Bay and beyond. The school seeks to provide 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. 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 considers all qualified applicants for employment and does not discriminate on the basis of race, color, religion, identity, national origin, ancestry, age, sexual orientation, gender identity, and gender expression (SOGIE), ability 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.

The Bay School conducts 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 an immunization in accordance with law, and provide documentation confirming such immunization and/or exemption.

We do not sponsor work visas.

Job Description

The Special Events Manager helps 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, reunions 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.

In the 2023-24 school year, Bay will celebrate its 20th anniversary. Existing school wide events will be elevated and may include additional constituencies adding to the complexity of the event schedule. In addition, some new events may be created specifically to celebrate this milestone in the school’s history.

The Special Events Manager is ideally 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, demonstrates a willingness to wear many hats. The Advancement 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.

Required Qualifications

EDUCATION: Junior or Four Year College degree.

EXPERIENCE: Entry level position with working knowledge of principles and practices of event planning and production (or similar) with general office and administrative skills.

COMPUTER SKILLS: Working knowledge of Google Suite, Microsoft Office, Excel, Raiser’s Edge/NXT, Greater Giving, Canva. Growth opportunities with Asana and BeePro.

CERTIFICATES & LICENSES: Clear and valid driver’s license preferred. OTHER REQUIREMENTS: Live Scan fingerprinting, TB risk assessment, first aid/CPR training, mandated reporter training, harassment training, COVID-19 vaccination including all relevant boosters, and the ability to work occasional extended weekday hours, some nights and some weekends as dictated by the event schedule.


Major Responsibilities

● 25-30 events of all sizes generated out of the Advancement office each year;

● Creates an annual events calendar, provides logistical support and acts as the main point of contact around all school events sponsored by the advancement office;

● Manages all aspects of the planning, production, and follow-up of special events;

● Coordinates with various constituencies to track and manage timelines, budgets, vendors, and requirements for each event;

● Works closely with the facilities team, the Marketing & Communications department, the school’s general admin team and the Presidio Trust to coordinate logistics and ensure event planning is cross coordinated between critical school departments;

● Creates individual timelines, including run of show, for each event and effectively shares out with the appropriate audiences;

● Works with the Advancement team, Marketing and Communications team, and various volunteer groups to prepare event invitations, promotional materials, and collateral;

● Is a visible and engaged community member actively working to create a warm and welcoming environment for every member of The Bay School community;

● Provides front desk coverage on occasion;

● Other duties as assigned.


Required Professional Qualities/Abilities

● Strong organizational skills and communication, both written and oral;

● Ability to organize and prioritize workload in a timely manner and handle multiple deadlines;

● Detail-oriented with the ability to multitask;

● Ability to motivate and manage diverse teams of volunteers including colleagues, students, parents, and the broader Bay community;

● Ability to work well under pressure, be flexible, and collaborative;

● Demonstrate sound judgment, effective decision-making, and problem-solving skills;

● Good attitude and willingness to jump in as needed;

● Strong cultural competency and commitment to equity and inclusion;

● Ability to receive and incorporate feedback;

● Ability to advocate for fund and friend raising within and outside of the school;

● Ability to use and effectively employ technology to promote department efficiency, communication and organization.


Physical Requirements

● Ability to lift and carry 20 pounds;

● Ability to sit/stand for long periods of time;

● Ability to set up and break down event venues and organize storage;

● High frequency of viewing a computer monitor.


The Ideal Candidate

● Finds resonance with The Bay School mission, philosophy, and precepts;

● Dedicates themselves to anti-bias and equity work and understands the social justice dimensions of education;

● Commits to ongoing professional growth;

● Welcomes and learns from feedback;

● Enjoys being in a high school community;

● Values mindfulness as a practice.


Work Environment

● Work is performed primarily in a shared office setting;

● The Bay School campus has three separate buildings that are across the street from each other. Classrooms and offices are spread throughout all three buildings and the work of this department requires frequent movement around campus;

● The work of this department requires some off campus errands to places like, but not limited to, Costco and other area supermarkets, flower markets, craft stores, restaurants, etc.;

● The noise level in the work environment is moderate to loud during school hours and usually quiet outside of school hours;

● The Bay School lunch service is provided by Acre Gourmet and is available to all employees and subsidized by the school. Staffulty eat lunch in shared dining room spaces with students, in their offices or in the Staffulty lounge on the fourth floor.


If interested in the position, please review our website, then email all of the items below to: Susie McCobb, Executive Assistant to the Heads of School, at: jobs@bayschoolsf.org, subject line: Special Events Manager

Incomplete applications will not be considered.

1. Cover letter describing your interest in the position as well as how you anticipate contributing to The Bay School;

2. Resume/C.V.;

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

Tagged as: High School