Salary: $40,000-$45,000 (Exempt) | Reports to: Executive Director
Benefits: PTO, Paid Holidays, Health and Education Benefit, Simple IRA Plan
Under supervision of the Executive Director, the Events Coordinator is responsible for successful management and execution of all fundraising, special and general events, manages all communication and promotions related to events with the general public, develops and maintains professional working relationships with internal and external contacts, and manages and oversees fundraising event budgets established by the Executive Director.
A successful Events Coordinator possesses a positive attitude and energy, is able to work effectively under extreme stressors and challenges, has the ability to be flexible and adaptable as that is the nature of events, prioritizes collaboration and team work, manages feedback and directions well, has strong interpersonal and communication skills, is decisive, observant, creative, innovative, possess integrity, maturity, ability to multi-task efficiently, meet deadlines and event fundraising goals and is open and able to put in the time and effort needed to plan and execute a successful event. Additionally, the Events Coordinator is highly organized, detail-oriented and technological savvy or open to learning new computer and event software. Candidates must possess a commitment to diversity and helping others.
- Coordinating details of the event including, but not limited to, contacting, visiting, negotiating and securing venue, meeting with vendors and maintaining a working relationship, reviewing contracts, scheduling menu tasting and securing event menu, decorations, arranging seating, managing general guest lists, sending out event program and directions, communicating event schedule and details with guests, coordinating event logistics, including registration and attendee tracking, presentation, materials support and pre- and post-event evaluations, etc.
- Booking and coordinating event entertainment and speakers and ensuring that their values align with the mission of the Foundation.
- Applying for needed permits and licenses related to events (i.e. parks and recs permit, CLE credits).
- Managing and creating event forms, such as in-kind donation in-take form.
- Soliciting and securing in-kind donations and events sponsorships for silent auction and activities station items (i.e. Mystery Boxes, Wall of Wine).
- Coordinating donation drop-off/pick-ups with donors pre and post events.
- Managing and monitoring event fundraising goals and progress. Asking and communicating help where needed. Leading efforts and strategies to meet goals.
- Attentive to the value of staying under established event budget while planning event specifications.
- Issuing invoices, W9 and collecting and processing sponsorship payments in a timely manner.
- Managing and ensuring all event deposits and bills are paid by required due date.
- Creating comprehensive and readable event financial reports to Executive Director.
- Managing and becoming expert at software/technology/database associated with event and management.
- Managing secured sponsorships by communicating with sponsors to obtain guest lists, logos, ads and ensuring that the foundation executes all sponsorship agreements.
- Producing copy for all events, including signs, catalogues, programs, handouts, e-blasts, social media posts, promotional materials for events, etc.
- Creating list of print needs and communicating with graphic designer to create an effective design and theme that aligns with Page Education Foundation brand for each event.
- Collaborating with graphic designer and print company to ensure timely print and delivery of signage, programs, catalogues, handouts, etc.
- Assigning event roles and tasks to other staff members and volunteers where necessary and needed.
- Organizing and recruiting event subcommittee members and assigning responsibilities to members and monitoring their progress and outcomes.
- Coordinating and overseeing events on the day of, including serving as on-site producer and main contact during the events, problem-solving, welcoming guests, communicating with staff, volunteers and vendors, managing, directing and leading event set-up and take-down, making sure events flows smoothly and stays within timeframe and follows program.
- Supervising temporary event assistant and managing event staff not limited to valet, security personnel, etc.
- Creating and implementing system to thank volunteers.
- Other duties as assigned.
- Bachelor’s degree in hospitality management, business, marketing, public relations, or related field.
- 2+ years’ experience in fundraising, development, marketing, events, project management.
- Excellent time management and organizational skills, including attention to detail and ability to meet deadlines.
- Strong written and verbal communication skills.
- Ability to multitask, take initiative and work independently.
- Ability to compile information and strong problem-solving skills.
- Ability to respond to changing circumstances and priorities in a positive, focused manner and remain composed under stress.
- Ability to collaborate, maintain positive working relationships, and lead when needed.
- Ability to model respectful, inclusive behavior that is consistent with the organization’s mission, vision and values.
- Availability to work some weekends during the year and stay late to finish projects prior to event dates.
- Must have a valid Minnesota driver’s license with access to reliable vehicle.
- Demonstrated skills using Excel and Microsoft Word software to prepare reports and correspondence.
- Willingness to learn new database, event software and technology.
- Experience working effectively in small and collaborative team environment.
- Commitment to education, diversity and inclusion.
- Experience with online event software OneCause or similar software.
- Experience with online platforms: SurveyMonkey, Mailchimp, WordPress, Facebook.
- Position requires you to be physically able to efficiently perform the duties of the position which may require arduous exertion involving prolonged standing, walking, bending and reaching, and involves lifting and moving up to 50 lbs.
How to Apply: Submit cover letter with salary requirement and resume to:
Amanda Moua, Executive Director | Email: email@example.com | Mail: PO Box 581254, Minneapolis, MN 55458
Professionals of color are encouraged to apply. Position posted until filled. No follow up phone calls please.