Event Coordinator

Event Coordinator

This position works with the Marketing and Development departments to plan and execute events for the organization. You will be responsible for the planning and execution of fundraising events including Vitality Walk, Play Fore PAR Golf Tournament, Evening of Empowerment Gala, and third-party events. This position is also responsible for volunteer management, including recruitment and development. This position will help ensure that each event meets the intended goals and provides an exceptional experience for our constituents. This position oversees building comprehensive volunteer profiles with a focus on information that supports retention and cultivation. This position will also work closely with programs to identify volunteer opportunities and ensure the ability to train and provide volunteers for those opportunities. Responsibility for tasks such as negotiating and securing event space, arranging catering, and working with other outside vendors, and executing sponsorship obligations like sign printing, logos on website and event day needs. You will rely on your experience, judgement, and organizational skills to plan and accomplish goals, and apply problem solving to a variety of tasks related to event planning and volunteer development.

Essential Job Functions & Duties

Event Coordination:

• Coordinate and manage all logistical needs for events such as venue procurement, transportation for participants, catering, special needs requirements, etc.
• On event day, take leadership in problem-solving, directing event set-up, communicating with staff, and organizing vendors, and overseeing setup and take-down ensuring event is set up and/or cleaned up correctly
• Provide logistical pre-event planning, on-site execution, and post event wrap-up to include briefings, surveys, and budget reconciliation
• Determine the event criteria and compose a detailed event file/binder with instructions for each event
• Accurately determine vendor costs and stays within allocated budget
• Work with the Development team to coordinate day-of-event information for sponsors and support sponsor retention
• Source and secure items for live and silent auctions, in-kind donations, and prize packages
• Develop and manage project timelines and action plans in collaboration with departments and ensure all deadlines are met
• Review estimates and contracts for accuracy and organization standards
• Work with development department to ensure event sponsors' contractual needs are fulfilled
• Effectively self-manages tasks, paying special attention to time management and workload
• Create and maintain volunteer database
• Develop and manage fundraising committees for each event
• Assist in site selection, contracting and negotiation process, research vendors, compare prices, prepare contracts and payment requisitions
• Create and manage event websites though the DonorDrive platform
• Coordinate event entertainment, including music, performers, and guest speakers
• Collect invoices and ensure payment of vendors
• Adhere to approved event budgets, monitor expenses and opportunities for savings, and maintain detailed records/receipts for financial accounting
• Anticipate and plan for possible different scenarios – always having a backup
• Work with Marketing Director to provide support with event collateral creation – flyers, invites, etc., ensuring quality, design consistency, data integrity, and timeliness of deliverables

• Volunteer Coordination:

  • Create and maintain an Orientation Program for all volunteers
  • Coordinate volunteer needs with all departments, and maintain schedule to meet those needs
  • Develop and maintain an effective volunteer communication strategy
  • Responsible for annual Volunteer Celebration event
  • Manage event committees, schedule meetings and keep them on task
  • Oversee PAR Mentor program, confirming mentors with CEO

  Requirements/Qualifications

  • 1-2 years Previous event planning experience preferred

  • Must be available to work evenings and weekends when event schedule requires

  • Strong attention to detail while working on multiple tasks at once

  • Possesses strong organization skills, with ability to multitask and manage partners/vendors and projects simultaneously.

  • Proficiency in Microsoft office suite, including Word, Excel, and PowerPoint

  • Ability to manage events through project management software

  • Proficiency in Adobe products including Acrobat, InDesign, Photoshop is a plus

  • Proficiency in website creation or DonorDrive preferred

  • Experience assisting users with online registration and donation management preferred

  • Strong communication skills, and the ability to present event ideas and plans to team and vendors

  • Experience with CRM platforms a plus

  • Excellent written and verbal communication skills

  • Strong work ethic and overall professionalism

  • Effective and constant communication to teammates, as well as with key stakeholders

  • Strong time management skills, analytical and decision-making skills along with considerable tact and diplomacy

  • Confident in writing skills for promotional materials

  • Self-starter with ability to identify problems, and develop and implement solutions

  • Ability to manage multiple projects at once

  • Physical labor in event preparation and execution – and must be able to lift 50lbs on a regular basis

  • Comfort in operating and driving Uhauls/Trucks to and from events

  Benefits

  Two weeks PTO

  Two weeks sick leave

  Paid garage parking

  401k with match

  Paid Health Insurance (dental and vision available)

  How to Apply

  Send cover letter and resume to Nikki Widner at NWidner@ParkinsonRockies.org