Event Coordinator

RESPONSIBILITIES

The Event Coordinator is responsible for the planning, execution and reconciliation of the agency annual fundraising events. This position will secure sponsorships, donations and attendees for each event, leveraging advertising and networking. The Event Coordinator will oversee a Development Committee and utilize members to support event logistics. This position will be responsible for event reconciliation.

MINIMUM QUALIFICATIONS

• One year of experience in event planning, hospitality or related field.


• High school diploma or GED Equivalent.


• A valid state issued driver’s license.

• Legally authorized to work in the United States and able to provide verification.

• Able to pass required Background Checks.


• Able to complete and maintain all training requirements per agency policy and procedures.

PREFERRED QUALIFICATIONS

• Bachelor’s degree in Marketing, Communications or other related field.


• Working knowledge of social media in relation to advertising and promotions.


• Experience budgeting and reviewing financial reports.


• Working knowledge of donor database software.


• Experience fundraising.


• Experience public speaking.

REQUIRED SKILLS & ABILITIES

• Excellent verbal and written communication skills.


• Excellent customer service skills.


• Excellent interpersonal and negotiation skills.


• Excellent organizational skills and attention to detail.


• Ability to adapt to the needs of the organization.


• Ability to prioritize tasks.


• Ability to learn and operate required agency software and technology.

ESSENTIAL FUNCTIONS (for illustrative purposes):

EVENT PLANNING

1. Plan and manage all aspects of agency’s major fundraising events.


2. Create and maintain an annual sponsorship menu for agency fundraising events.


3. Establish and maintain event vendor relationships.


4. Plan event theme, décor, linens, meals/refreshments and seating.


5. Secure guest speakers and/or entertainment for events as applicable.


6. Secure venues and necessary equipment and rentals required for events.


7. Develop marking and promotional material for each event.


8. Maintain event website, supporting sponsors and attendees with registration and payments.


9. Coordinate with Operations Director to develop a budget and set revenue goals for each annual agency fundraising event.


10. Coordinate with Operations Director to identify awards to be presented as applicable per event.


11. Coordinate with Operations Director to identify any specific fundraising projects to target per event.


12. Ensure adherence to all required State and/or Federal solicitation regulations.


13. Coordinate with external agencies as applicable for advertising via radio, television, print, etc.


14. Network and have regular involvement with a variety of applicable community organizations and businesses.


15. Secure event sponsors.


16. Promote event and secure attendees.


17. Solicit item donations for event auctions.


18. Identify volunteer duties and coordinate with Administrative Team to secure support.


19. Create a “day of” event agenda.

EVENT COORDINATING

1. Lead the Development Committee with a focus on event planning and execution.


2. Recruit new members for the Development Committee.


3. Facilitate regular Development Committee meetings, assigning members action items and duties related to event planning and execution.


4. Supervise and train volunteers to complete check-in/check-out processes at events.


5. Lead and organize event set up and tear down.


6. Serve as the point of contact for event volunteers, troubleshooting issues that may arise.


7. Lead all applicable speakers and staff through event agenda, keeping the event timelines on pace.


8. Provide announcements, introductions and other applicable statements to attendees at event.

EVENT FOLLOW UP

1. Process event payments in accordance with agency processes.


2. Provide receipts for event attendees.


3. Reconcile revenue and expense numbers with Operations Director and Finance Manager following each agency event. Reconciliation processes must be completed within no more than two months post event.


4. Ensure compliance with relevant policies and procedures and external requirements including but not limited to all State and Federal laws and regulations.


5. Regularly assess performance of fundraising efforts in all areas and make changes in order to meet and/or surpass financial goals.


6. Send post event thank you and outcomes email to attendees.


7. Support continual growth and develop the existing donor base and funding sources.

ADDITIONAL REQUIREMENTS

1. Occasional moving of heavy objects (up to 25 pounds).


2. Sitting for prolonged periods of time.


3. Prolonged periods of keyboard and telephone use.


4. Occasional moving and positioning self to complete tasks.


5. Ability to operate and utilize objects, tools, equipment, supplies and controls.


6. Must be able to effectively communicate with clients, co-workers, and other third parties in person, in writing, and remotely and must be able to use technology to review information and enter/retrieve data.

WORKING CONDITIONS

1. Trainings, meetings and other duties occasionally occurring in various buildings on agency property.


2. Events and various meetings to occur frequently in the community.


3. Ability and willingness to work occasional weekends and evenings to facilitate and attend meetings and events.


4. Occasional supervised interaction with clients with various mental and physical conditions, including clients who could potentially be carrying an infectious or communicable virus, pathogen or disease.


5. Occasional supervised interaction with clients who may act out physically, verbally or otherwise.


6. Ensuring proper cleaning and sanitization that may involve the use of chemicals.


7. Work completed primarily indoors.

The requirements and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. If requested, reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of the job, absent undue hardship.