Special Events Coordinator

POST DATE: March 26, 2025

TITLE: Special Events Coordinator

COMPENSATION: Starting pay $50,000–65,000/year depending on experience

HOURS: Full-time, benefited position, 40 hours/week

The Boys & Girls Clubs of Utah County provides in-school, afterschool, and summer learning opportunities and services to youth throughout Utah. The Special Events Coordinator is responsible for the planning, coordination, and execution of high-impact fundraising and community events for the Club. This role requires expertise in event planning, as well as the ability to optimize expenses, manage budgets with precision, and collaborate effectively with teams, volunteers, and stakeholders. The ideal candidate will be a dynamic leader who can maintain professionalism with guests and donors and drive event success through strategic planning and execution. This role is critical in driving the Club’s fundraising success, ensuring exceptional event experiences, and strengthening relationships within the community.

KEY ROLES (Essential Job Responsibilities):

Event Management & Execution

• Lead the planning, logistics, and execution of existing Club events, including:
• Share the Harvest
• LaVell Edwards Memorial Golf Tournament
• Patti & LaVell Edwards St George Golf Tournament
• Sub-for-Santa
• Back-to-School Event
• Corporate service events
• Club site level events
• Youth of the Year
• Annual giving campaign
• Other events as determined
• Plan and implement a minimum of 3 new fundraising events.
• Manage all aspects of events, including donation requests, sponsorships, ticket sales, live and mobile auctions, raffles, set-up, execution, and teardown.
• Ensure seamless integration of event software with donor management platforms and train staff as needed.
• Oversee all vendor relationships, from contract negotiation to ensuring timely and cost-effective service delivery.
• Travel as necessary to support and oversee events.

Budgeting & Financial Management

• Develop, manage, and track event budgets to optimize expenses while maximizing fundraising revenue.
• Secure and oversee sponsorship opportunities to enhance event profitability.
• Ensure cost control measures are in place without compromising event quality or experience.

Stakeholder & Donor Engagement

• Cultivate and maintain strong relationships
• Collaborate with the Deputy Director to align event strategies with organizational goals.
• Ensure exceptional donor stewardship by managing post-event follow-ups, including personalized thank-you letters and receipts.

Strategic Event Planning & Innovation

• Identify and implement new fundraising event concepts to increase community engagement and donor participation.
• Continuously evaluate event strategies, analyzing attendance, fundraising outcomes, and overall effectiveness.
• Present innovative ideas and improvements to leadership to enhance event success year over year.

Team Leadership & Volunteer Management

• Lead event volunteers and coordinate responsibilities to ensure smooth event execution.
• Train and support staff in event-related technology and logistics.

Other Duties as Assigned

SKILLS/KNOWLEDGE REQUIRED:

• Bachelor's degree from an accredited college or university 
• 1-2 years in special event planning and management
• Expertise in event management software, donor database integration, and auction platforms.
• Excellent written and verbal communication skills
• Strong project management, administrative, budgeting, and organizational skills
• Ability to establish and maintain effective working relationships with Club staff, volunteers, community groups, and other related agencies. 
• Knowledge of desktop publishing, basic computer applications, social media channels, and donor databases
• Ability to manage multiple priorities, be attentive to details, and work independently
• Ability to produce and analyze reports, providing data-driven insights to improve event outcomes.
• Strong interpersonal skills with the ability to handle sensitive and confidential situations with professionalism, diplomacy, and discretion.
• Willingness to work flexible hours, including evenings and weekends, to support special events.
• Ability to travel as needed to oversee Club events in rural locations.

If hired, applicant will be required to work a set schedule and be available for extra hours for fundraisers and day-of-event execution; this may include some evenings and Saturdays. Applicants must also successfully pass a federal fingerprint and background screening.

DISCLAIMER: The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.

The Boys & Girls Clubs of Utah County is committed to the spirit and letter of all federal, state, and local laws and regulations pertaining to equal opportunity. To this end, the Club does not discriminate against any individual with regard to race; color; sex; pregnancy, childbirth, or pregnancy-related conditions; age; religion; national origin; disability; sexual orientation; gender identity; veteran status; or other protected status. No form of unlawful discrimination, including unlawful harassment, will be condoned. Reasonable accommodation can be made for interviews and service for those with a disability.