What are the responsibilities and job description for the Special Events Coordinator position at Boys & Girls Club of the Northern Plains, Inc.?
TITLE: Special Events Coordinator
REPORTS TO: Chief Development Officer
CLASSIFIED: Full-Time, Exempt
MISSION: To inspire and enable all young people, especially those who need us most, to realize their full potential as productive, responsible and caring citizens.
JOB SUMMARY:
We are seeking a proactive, detail-oriented, and passionate Special Events Coordinator who is excited about our mission and recognizes the impact of this role in driving positive change in our communities. The Special Events Coordinator is responsible for planning, executing, and evaluating all special events across all units of the Boys & Girls Club of the Northern Plains, Inc. (Brookings, Elkton, Flandreau, Vermillion, and Yankton). This includes collaborating with local advisory councils, community members, organizations, sponsors, and staff to ensure the success of each Club’s events, all while staying aligned with the organization’s mission.
MAJOR RESPONSIBILITIES:
Leadership
- Actively participate and contribute to both Development and Corporate team by providing vision and direction for Club through position.
- Lead, plan, execute, and evaluate special events for each Boys & Girls Club of the Northern Plains (BGCNP) Unit, including sponsorships, ticket sales, volunteer coordination, budget management, and return on investment (ROI).
- Lead, plan, execute, and evaluate the annual spring phone-a-thon and fall Day of Giving fundraising events for each BGCNP Unit.
- Coordinate smaller special events that support BGCNP's mission and goals.
- Manage the Special Events intern and committees of volunteers for various events.
- Identify and recruit volunteers to support events.
- Contribute to the planning and execution of the annual Resource Development and Marketing Plan, including annual campaign and special event calendar
- Represent the organization at community events and build relationships within the community to support the Clubs.
- Maintain and update the BGCNP Unit email newsletters, website, and social media in collaboration with the marketing team as it relates to special events.
- Develop and maintain relationships with Boys & Girls Club local advisory councils, other organizations, donors, and potential donors in all BGCNP Units
Event Management & Resource Development
- Oversee all aspects of event logistics, including securing vendors, equipment, and in-kind donations.
- Directly solicit and secure financial support of businesses, individuals, and sponsorships in all BGCNP Units.
- Collaborate with staff and volunteers to ensure event timelines, guest experience, and event goals are met.
- Evaluate and report on the outcomes of each event, including ROI, community engagement, and volunteer support.
- Maintain up-to-date records of sponsorships, guest lists, and event participation using the organization's donor and event management system.
- Assist Chief Development Officer and Resource Development team in the stewardship plan.
- Work with the Resource Development team in preparing content for engaging marketing materials including social media, email marketing, direct mail pieces, brochures, donor newsletters, event posters promotion materials, etc.
Administrative
- Manage online event registration and ticketing, ensuring ease of access for attendees.
- Provide support in managing online payments related to events and donations.
- Maintain accurate records of event expenses and revenue for reporting purposes.
- Assist in the promotion of events through social media, email campaigns, and other communication channels.
- Update and report out of the donor management system regarding giving and distribution of mailings, emails, or stewardship campaigns for each BGCNP Unit
- Additional projects assigned by supervisor
QUALIFICATIONS/SKILLS:
- Bachelor’s degree in Nonprofit or Hospitality/Event Management or related field from an accredited university, and/or work experience managing nonprofit programs and fund development
- Event planning and fundraising experience preferred
- High level of written and verbal communication skills to speak with donors and other stakeholders across the organization, including work with volunteers
- Working knowledge on excel, outlook calendar and other Microsoft products
- Ability to take initiative, prioritize duties, and work independently while functioning as a member of a team in a fast paced, forward-thinking work environment
- Detail driven and mission-focused approach to Resource Development
- Good organizational and time management skills to help keep projects on track
- Knowledgeable in fundraising techniques and sources of funding for non-profits
- Knowledgeable in social media management
PHYSICAL REQUIREMENTS:
- Must be of the mental and physical capacity to observe, interact, and communicate with youth, staff, volunteers, parents etc. at the Club.
- This position is considered to be safety-sensitive.
The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.
We are proud to be an Equal Opportunity Employer and a Drug-Free Workplace!
All qualified applicants are considered for positions without regard to race, color, religion, sex, national origin, age, marital status, sexual orientation, non-job-related disability, or any other protected class. The Boys & Girls Club of the Northern Plains provides reasonable accommodation to applicants with disabilities. Applicants requiring reasonable accommodation for any part of the application/hiring process should contact Human Resources to communicate their request for accommodation- 605-692-3333.
