Alumnae Coordinator
Part-time Position - 50% FTE
Temporary Contract Position ending June 2027
Department: Advancement
Report to: Senior Advancement Officer
Role Overview
This part-time and newly developed role is responsible for supporting engagement, communication, and connection within the St. Mildred's-Lightbourn School (SMLS) alumnae community. The SMLS Alumnae Association is a global network of 3500+ alumnae who have maintained their connection to the School and to other SMLS graduates. Working closely with internal partners and the SMLS Alumnae Association, the position plays a key role in strengthening lifelong relationships between the School and our alumnae network by supporting outreach initiatives, coordinating communications and events, maintaining alumnae records, and helping to foster meaningful opportunities for alumnae to stay connected to SMLS across all stages of life. This role requires a flexible time commitment, with hours varying week to week based on program needs, events, and the academic calendar. The position is expected to work 17.5 hours per week.
Who We Are
SMLS is a premier independent girls' school (JK–Grade 12) with 135 years of history. Located on 10 acres in Olde Oakville, our mission is to provide personalized, real-world learning experiences that encourage young women to challenge and transform the world. Our tight-knit, nurturing community allows each girl to explore her unique pathway to success. SMLS students learn to dare–and develop the future-ready skills, resilience, and confidence to lead beyond our doors.
Who You Are
You are a relationship-builder who enjoys connecting with people and fostering a strong sense of community. You bring clear and thoughtful communication skills, strong organization, and a collaborative approach to your work. You are comfortable managing multiple priorities, supporting events and initiatives, and working with data and digital tools, all while exercising discretion and aligning your work with the values and mission of SMLS.
Key attributes include:
- Relationship Building & Interpersonal Skills - Ability to build trust and rapport with alumnae across generations, communicate warmly and professionally, and represent the School with credibility and care.
- Strong Communication Skills - Clear, engaging written and verbal communication skills, with the ability to tailor messaging to different audiences and channels.
- Organizational & Project Management Skills - Strong attention to detail and the ability to manage multiple initiatives at once, including events, communications, and data updates, while meeting deadlines.
- Event Coordination & Logistics - Experience supporting or coordinating events, with the ability to anticipate needs, manage logistics, and ensure a positive experience for participants.
- Collaboration & Teamwork - Ability to work effectively with internal teams, volunteers, and the Alumnae Association, while contributing positively to a shared mission.
- Data Management & Technical Comfort - Comfort working with databases, CRM systems, and digital tools to maintain accurate alumnae records and support outreach efforts.
- Discretion & Professional Judgment - Respect for confidentiality and the ability to handle sensitive information with care and professionalism.
- Adaptability & Initiative - Flexibility to respond to changing priorities, along with a proactive approach to identifying opportunities to strengthen alumnae engagement.
- Alignment with School Values - A genuine appreciation for independent education and a commitment to fostering lifelong connection to the SMLS community.+
Experience:
- 3–5 years of relevant experience in roles such as alumni relations, advancement, communications, community engagement, events coordination, or donor relations.
- Experience may come from education, non-profit, or member-based organizations.
- Experience and comfort in using Google Suite (Gmail/Sheets/Slides), and Blackbaud is an asset.
- Experience working with volunteers or boards (e.g., an Alumnae Association) is an asset.
- Familiarity with independent schools, higher education, or advancement offices is an asset.
Education:
- Post-secondary education in a related field, or an equivalent combination of education and experience.
Duties and Responsibilities
Alumnae Engagement & Communications
- Support the planning and execution of alumnae events, including reunions, and receptions
- Lead alumnae communications, including newsletters, social media, invitations, event follow-up, and targeted outreach
- Lead outreach to alumnae for updated information and storytelling
- Actively maintain up-to-date alumnae records in Blackbaud NXT, ensuring accuracy of contact information and engagement history (including Linkedin & Obit searches)
- Respond to alumnae inquiries
- Lead the coordination of alumnae committee group (workback schedules, meetings and deliverables)
- Maintain the Alumnae Relations budget (reporting into the Community Relations budget)
Events & Volunteer Support
- Including, but not limited to, Pub Nights, Legacy Mother's Luncheon, Millie Christmas Alumnae activities, Holiday Reception, Reunion Weekend
- Coordinate logistics for alumnae events (registration pages, invitations, RSVPs, materials, attendance tracking, follow-up)
- Drive the recruitment, coordination, and stewardship of alumnae volunteers
- Liaise with members of the Alumnae Association (Committee Leads) to support initiatives and meetings
Collaboration & Advancement Support
- Work closely with Advancement colleagues to align alumnae engagement with fundraising, community relations, and school-wide priorities
- Support special projects related to alumnae engagement, recognition, and storytelling
- Maintain the alumnae database (SMLSConnect & Blackbaud NXT) including data tracking, reporting, and post-event evaluation
- All staff are expected to participate fully in the life of the school, including attending school events which may occur on evenings or weekends from time to time.
- Other duties as assigned
Candidates should be aware that, as the School continues to evolve, job responsibilities may be adjusted from time to time to align with the needs of our students and the School. Any such changes will be made reasonably, and every effort will be made to provide advance notice and appropriate training where required.
Compensation & Terms
The expected salary range for this part-time position is $25,000 to $28,500. Final salary placement may exceed this range in accordance with SMLS' Compensation Structure. For Faculty, the Faculty Salary Grid includes grid steps that recognize up to 12 years of qualifying teaching experience. SMLS is also a member of the Ontario Teachers' Pension Plan (OTPP).
SMLS does not use artificial intelligence or automated decision-making tools in the screening or selection of candidates.
Why Join SMLS?
Our work is meaningful and important. As a school, we support each student's interests, talents, learning needs and strengths. Through our world-class facility, Signature Programs, expertise in girls' education, and dedication to personalization, our students become lifelong learners equipped to achieve excellence in whatever path they choose.
When you join SMLS, you join a fun and supportive community!
Our employees enjoy competitive compensation packages and may be eligible for some of the following benefits:
- Health and dental care
- Life insurance and AD&D insurance
- Employee & Family Assistance Program (EFAP)
- Mental health & wellbeing resources
- Ontario Teachers' Pension Plan / RRSP program with up to 5% employer match
- A healthy lunch program during the school year
- On-site fitness facilities
- On-site parking
- Time off during Winter Break and March Break
- Summer hours and extra long weekends in line with the school calendar
OUR VISION
Young women empowered to challenge and transform the world.
OUR MISSION
To engage each girl in a personalized, real-world learning experience where she explores her unique pathways within a nurturing community.
OUR VALUES
Excellence · Courage · Integrity · Belonging
If you are interested in an opportunity to join our school, please submit both your cover letter and resume in a single pdf file.
Files should be in the following name format: firstinitial_lastname_job title
We appreciate and thank all applicants for your interest in SMLS, however, only those candidates invited for an interview will be contacted.
SMLS is an equal opportunity employer and we accommodate any needs under the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. We value diversity and are committed to creating an inclusive environment within our community. Please contact Human Resources with any requirements or questions.
