DIRECTOR OF ADVANCEMENT (EVENTS)

DIRECTOR OF ADVANCEMENT (EVENTS) Job DescriptionGENERAL DESCRIPTION Under the supervision of the President, the Director of Advancement Events is responsible for organizing, planning and executing Advancement and alumnae events that support the school's fundraising and engagement goals. The Director of Advancement Events is responsible for the logistical execution and production of events, ensuring each experience reflects the excellence of Xavier while supporting donor cultivation, stewardship, and community engagement. The Director of Advancement Events works closely with the Advancement team to deliver seamless, mission-aligned events that strengthen relationships and advance philanthropic outcomes. and performs other job-related duties required or assigned in accordance with all applicable policies of the Diocese of Phoenix. SPECIFIC AREAS OF RESPONSIBILITYEvent Planning & Execution Plan and execute all Advancement and alumnae events from concept through post-event follow-up Develop and manage detailed event timelines, run-of-show documents, and production schedules Coordinate venues, catering, vendors, rentals, and audiovisual needs Manage event registration processes and guest lists Oversee on-site event logistics and troubleshoot in real time Ensure events reflect Xavier's brand standards and mission Assist with Mothers' Guild events as needed Signature Event Management Primary responsibility for logistics of: X Breakfast (logistics only; sponsorship managed by Major Gifts) Alumnae events Donor stewardship events Selected parent/community engagement events Mothers' Guild events, as needed Budget & Vendor Management Develop and monitor event budgets Negotiate and manage vendor contracts Track expenses and ensure cost-effective execution Provide post-event financial reconciliation Advancement Collaboration Partner with Major Gifts and Annual Giving teams on event strategy Support donor cultivation and stewardship objectives through event design Coordinate closely with Marketing on invitations, collateral, and promotion Ensure accurate data capture for all attendees Volunteer & On-Site Coordination Recruit and manage event volunteers as needed Prepare briefing materials for staff and volunteers Serve as primary on-site logistics lead during events Post-Event Reporting Produce post-event summaries and attendance reports Track event KPIs and outcomes Recommend improvements for future events Ensure timely donor follow-up handoff to Advancement team Performs other job-related duties required or assigned POSITION REQUIREMENTS Conditions of Employment Job Description Fingerprint Clearance Proof of Vaccinations Must have signed Called to Protect, Code of Ethics, Communication Technology, and Photographic Release Bachelor's degree or equivalent experience 3+ years of event planning or project management experience Exceptional organizational and project management skills Strong attention to detail and ability to manage multiple deadlines Excellent interpersonal and communication skills Ability to work occasional evenings and weekends Preferred Experience in nonprofit, education, or advancement environment Familiarity with donor or CRM systems (Raiser's Edge a plus) Experience supporting fundraising events Vendor negotiation experience Core Competencies The successful candidate will demonstrate: Extreme attention to detail Calm execution under pressure Strong project management discipline Collaborative team orientation Professional presence with donors and volunteers Commitment to the mission of Xavier College Preparatory Physical & Schedule Requirements Work full-time in the office Ability to lift and move event materials (up to ~25 lbs) Ability to stand and walk during events Flexibility to work evenings and weekends as required by the event calendar

Created: 2026-03-04