• Bachelor’s degree required; minimum 3–5 years of experience in event planning, with additional experience in volunteer management, community engagement, or Advancement preferred.
• Proven organizational skills with the highest degree of attention to detail and accuracy. 
• Ability to independently prioritize and manage multiple projects in a fast-paced environment with a busy calendar of events.
• Strong written and verbal communication skills. 
• Excellent interpersonal skills and professionalism with a commitment to discretion and the ability to work effectively with diverse stakeholders and colleagues.
• Demonstrated commitment to DEIB; experience fostering inclusive community practices and engaging across lines of difference.
• Proficiency with MS Office, G-Suite, and familiarity with Raiser’s Edge, GiveSmart, Finalsite, Veracross, Eventbrite (or similar fundraising, auction, and ticketing platforms), or Jotform is a plus.
• Flexible, resourceful, proactive, and collaborative team player with a can-do attitude.
• Availability to regularly work early mornings, evenings, and weekends as needed for events.

• Plan, coordinate, and manage a comprehensive calendar of Advancement and community events, including Elementary and Secondary Campus Generations’ Days, Head of School Circle Evening, The Special Event (Oakwood Live), New Parent Cultivation events and activities, and other stewardship and cultivation opportunities
• Collaborate with administration, faculty, staff, and volunteer leadership to determine event date, purpose, location, format, target audience, key messages, budgets, staffing needs, VIPs, and logistics.
• Manage all aspects of event production: venues, catering, AV, rentals, RSVPs, nametags, merch, giftbags/takeaways, guest lists, websites, ticketing, databases, auction, on-site set-up, donor recognition, lighting, heating, decor, menus, facilities support/item packing and transport, run-of-show, day-of oversight, and post-event debriefing and follow-up.
• Serve as the primary point person at events to ensure smooth execution and a welcoming, inclusive guest experience that is mission-aligned.
• Coordinate with Marketing & Communications Department to develop and distribute event invitations, marketing materials, and post-event acknowledgments.
• Gather and analyze post-event feedback to improve future planning.
• Ensure events are accessible and welcoming, considering dietary needs, physical accessibility, inclusive language, and cultural relevance.

• Work with Advancement staff and volunteers to solicit and steward sponsorship gifts of cash and in-kind auction item donations.
• Manage auction logistics for live and online components: item tracking, donor acknowledgments, data entry, catalog and signage creation, and mobile bidding (GiveSmart, CharityBuzz).
• Train and support auction committee volunteers or Advancement team on solicitation, database entry, and bidding processes.
• Provide timely and professional customer service to donors, vendors, and attendees.

• Serve as the liaison to the PGO and Grandparent volunteers; attend meetings and help coordinate logistics, communications, and planning.
• Support volunteers in developing community-building opportunities and matching skills/interests to appropriate roles.
• Oversee the onboarding of PGO leadership and any necessary training; foster an inclusive culture where everyone feels welcome, valued for their contributions, and empowered to contribute.
• Assist the Alumni Department with events as needed.

• Develop and maintain event budgets in alignment with Advancement goals and overall annual Advancement Department budget; manage invoice requests and expense reconciliation with the Business Office.
• Build and maintain vendor relationships, including contracts, bidding, and payments.
• Coordinate with Facilities, IT, Security, and other departments for event needs.
• Maintain an up-to-date Advancement events calendar, communicate key dates to school leadership and Advancement Department, and participate in regular planning meetings to avoid conflicts.
• Ensure brand identity and consistency across all promotional materials and swag orders.
• Maintain accurate event records, participation data, and feedback in collaboration with the Advancement Services team.
• Assist with writing, editing, and producing event materials, briefings, marketing and communications and formal remarks.

Oakwood School is a K-12 coeducational day school in North Hollywood, California that opened its doors in 1951. The school has remained faithful to its original mission ever since: to create a diverse educational environment where young people are partners with the adults who teach them and learn from them; where the best means of preparing students for the future is to immerse them in the present; where a healthy learning environment requires joy and humor as well as rigorous intensity; and where students’ intellectual and aesthetic depth – along with their capacity for empathy and moral courage – emerge out of authentic engagement with their teachers, one another, and the world around them.

Oakwood School is an equal opportunity employer committed to cultural diversity in our workforce. With purpose, Oakwood celebrates and affirms diversity of race, ethnicity, gender, sexual orientation, faith, family structure, socioeconomic background, age, and ability.