This page is a general overview of my main projects and daily tasks throughout the school year:
Day in the Life – Fall
Arrive at EPS, stop at desk, head down to TALI reception desk
Greet Head’s Table meeting guests
Help swipe them into the elevator, take attendance as they arrive
Text Vickie and let her know when everyone has arrived, or if there are no-shows
Once all guests have arrived or the start time has passed, return to desk
Once meeting ends, collect placemats and help bus dishes
Send “Thank you for attending” emails to guests
Enter attendance notes into Generations
Prepare for tomorrow’s Head’s Table meeting(s):
- Close RSVP
- Update headcount for food and parking in FMX
- Create final spreadsheet for attendance (add Trustees)
- Send list to Tina, print a copy for Vickie
- Enter guests in Guest Management
- Create guest list for Scott and Jeff
- Print nametags
- Send reminder emails to families
Work on entering pledges:
- Get updated spreadsheet from Vickie
- Open Generations database
- Open Batch
- Enter new pledges on the donor record
- Print letters for each donor
- Print backup document for each donor
- Print envelope for each pledge
- Make copies of letters
- Make scans of letters
- File copies in the folders
- Save scans to digital folders
- Stuff and postmark envelopes
Check and respond to emails
Check calendar for tomorrow, see what is coming up
Update class schedule slideshow for tomorrow
Day in the Life – Winter
Check and respond to emails
Prepare for upcoming APG Executive Team Meeting
- Create Outlook calendar invite, send to the parents
- Create room reservation in FMX
- Create dining request in FMX (Coffee, Tea, Water)
- Create parking reservation in FMX (morning meetings)
- Enter guests into Guest Management system for Scott
- Send a heads up to Scott, ask him to print nametags
Work on collecting items from seniors for the yearbook
- Send follow up emails to collect senior pictures
- Update spreadsheet check list – who still has missing items?
- Start reviewing collages for content
Prepare for Senior Parent / Guardian Reception (January) and Senior Reception (June)
- Collect photos of seniors from their years
- Print onto cardstock and use as décor on tables
- Pull more photos for senior slideshow
- Send sign up sheet to faculty for Senior Reception Video
Prepare for spring All School BBQ Event / spring events
- Place request with Grand Event Rentals
- Start working on booking other vendors (Facepainter, entertainment, etc.)
- Book photographers for spring events
Day in the Life – Spring
Check and respond to emails
Meeting with APG Faculty Staff Appreciation Team to plan All School BBQ Event
- Discuss theme, menu, décor
- Start to purchase items (Amazon, etc.)
Prepare for final APG General Meeting and APG Volunteer Breakfast
- FMX entries for rooms, facilities, dining services, AV
- Create and send RSVP for volunteer breakfast
- Use RSVP to get list for nametags > print nametags
Fundraising – Printed Statements
- Follow up with donors who have an outstanding pledge balance
- Review list of statements with Vickie and Lani
- Print and post letters and envelopes
Prepare for spring events
- All School BBQ
- Finalize Grand Rentals and vendors
- Finalize plan with parent volunteers
- Finalize plan with dining services
- Prepare last items – décor, photo booth, etc.
- Senior Reception
- Finish senior slideshow (photos)
- Submit final content to Playfish for Senior Reception Video
- Finalize Grand Rentals and balloons
- Graduation Rehearsal
- Reserve room and upload floorplan into FMX
- Graduation
- Increase email communications to families
- Finalize details with venue
- Hand out robes to students, faculty, trustees
- Year End Lunch
- Finalize food trucks
- FMX request for drinks, tables, and mics