Gala Event Assistant

Oakcrest School, an independent school for girls in grades 6-12 inspired by the teachings of the Catholic Church, located in Vienna, Virginia, seeks an enthusiastic and dedicated Gala Event Assistant to join our team. Please submit a cover letter, resume, and three references with subject line "Gala Event Assistant" to employment@oakcrest.org. 

November 1, 2024-January 31, 2025
10 hours per week (Hybrid/remote)
February 1, 2025-April 12, 2025
20 hours per week (Hybrid/remote)
*Must be available to work on Saturday, April 12, 2025 In-office during the 3 weeks leading up to event on 4/12/25

Responsibilities include:

• Reach out to local/national businesses to secure donations
• Coordinate class baskets
• Participate in committee meetings
  • Take meeting minutes
  • Coordinate any follow up needed
• Manage schoolauction.net (auction online software)
  • Add/remove donations
  • Create auction packages
  • Manage online auction
  • Update auction microsite
  • Work with committee members to set starting bids
• Manage sponsor benefits
  • Communicate deadlines and answer questions as needed
• Manage RSVP’s
• Assist with communication
  • Email/social media
    • Draft content
    • Create emails in Constant Contact
  • Print collateral
    • Programs
    • Bid Cards
    • Live Auction
    • Best of Live
• Assist with execution on the day of the event
  • Knowledge of donated items critical for success of setting up in-person auction
  • Assist with check in and check out
  • Serve as “recorder” for live auction/Raise the Paddle
• Assist with any post-event reports, lessons learned, etc.

Qualifications:

• Bachelors required with a minimum of 2 years in events planning preferred
• Auction and/or gala experience is a plus
• Detail oriented
• Experience managing websites, basic HTML, including SEO/SEM
• Ability to work independently and collaboratively with multiple constituencies (Advancement team/Gala Committee) with exceptional initiative, judgment and problem-solving skills. Accuracy, attention to detail, and ability to follow through with multi-task projects
• Appreciation of and commitment to the Oakcrest mission and philosophy