Special Events Coordinator

PRIMARY FUNCTION:

The Special Events Coordinator is responsible for providing leadership and direction in identifying and creating opportunities to build public awareness of Club services, programs, and activities. The Coordinator will work closely with the Board of Directors’ Marketing and Communications Committee, the Chief Executive Officer, and the Director of Development to plan and coordinate special events that meet program or fund raising goals. Evaluates and reports results, with recommendations for modifying events to improve success.

KEY ROLES (Essential Job Responsibilities):

The duties and responsibilities of an Event Coordinator center on planning and managing events of varying sizes and purposes.

• Establishing and maintaining relationships with vendors and venues
• Planning event details and aspects, including seating, dining and guests
• Creating reliable financial reports and collecting payments on time
• Remaining under budget with all costs
• Managing events and addressing potential problems that may arise
• Planning for potential scenarios that could impact on the integrity of the event
• Maintaining a working knowledge of the complex needs of a wide variety of events

Strategic Planning

1. Contribute to the planning and implementation of special events, working with Club staff and volunteers to coordinate activities and facilitate communications.

2. Negotiate with vendors and sponsors to obtain space, refreshments/catering, audio-visual needs, event journals, and all related materials and resources that ensure event success.

Resource Development

3. Contribute to attaining financial support:

▪ Plan creative events that facilitate solicitation of donations from target audiences

▪ Identify and recruit corporate sponsors to underwrite event expenses or to donate gifts, cash, or in-kind services to minimize expenses.

Resource Management

4. Manage administrative and operational systems to:

▪ track expenses involved in implementing all special events.

▪ record all direct and indirect revenues realized by events; ▪ recognize contributions with acknowledgment letters.

Program and Service Management

5. Ensure effective program implementation and administration, making sure all events and related logistics and support activities are carried out as scheduled.

6. Evaluate the success of special events, as determined by appropriate measures such as attendance, revenues generated, public relations activity, enrollment in Club programs, etc.

Marketing and Public Relations

7. Increase visibility of Club programs, services and activities by informing all media contacts and target audiences of scheduled special events. Prepare and distribute press releases, community bulletins, and newsletter articles regarding events and outcomes.

8. Performs other related duties and responsibilities as required or as assigned.

RELATIONSHIPS:

Internal: Maintain close, daily contact with Club management to exchange information, seek and give assistance, consultation, and direction. Maintains contact with financial staff and support staff. Maintains verbal and written contact with volunteers and volunteer committees.

External: Maintain contact with community and corporate leaders, media contacts, schools, parents, and residents to encourage participation in scheduled special events and provide information regarding club activities and needs.

SKILLS/KNOWLEDGE REQUIRED:

• Bachelor’s degree from an accredited college or university, or equivalent experience.

• A minimum of two years’ work experience in a Boys or Girls Club or similar not-for- profit organization with an emphasis on special events planning and implementation, marketing, project management, budgeting, community and public relations.

• Excellent verbal and written communication skills.

• Knowledge of general bookkeeping principles to track expenses and revenues.

• Strong problem-solving skills

• Efficiency and time management skills

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to stand; use hands to finger, handle, or feel; and reach with hands and arms. The employee frequently is required to walk; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds, anything greater should be done with assistance.

Job Type: Full-time

Pay: From $56,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Commute:

• Santa Paula, CA 93060 (Required)

Ability to Relocate:

• Santa Paula, CA 93060: Relocate before starting work (Preferred)

Work Location: In person

Salary : $56,000