What are the responsibilities and job description for the Event and Volunteer Manager position at CICOA?
Summary: Responsibilities include leading and managing the Foundation’s annual strategy, through event management, planning, and engagement of volunteers in service delivery and program support to meet strategic philanthropic goals. This includes driving fundraising efforts in the Indianapolis area through planning and execution of a corporate partnership program, golf events, volunteer service events, public relations, community outreach, assisting with development of new/high-profile event fundraising efforts, and recruitment, placement and coordination of volunteer opportunities within CICOA.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
- Lead and manage the development of the organization’s annual philanthropic strategy through the planning and execution of internal/external events.
- Conceptualize, design, and create high-profile external events that portray the organization in a positive light to media, government officials and other key stakeholders.
- Lead the development, design, event creation, and communications for all-employee leadership gatherings hosted by the organization’s Strategy Team.
- Provide strategic guidance and consultation for new corporate programs/events, and related experiences.
- Manage communications and promotional materials for special events in collaboration with marketing and PR colleagues to promote the event.
- Develop approach and methods to evaluate and measure event success.
- Influence and negotiate with internal/external partners as needed in the best interests of the organization.
- Produce detailed proposals for events, e.g., timelines, venues, suppliers, legal obligations, staffing, and budgets to submit for approval.
- Ensure insurance, legal, health, and safety obligations are adhered to prior to execution of events.
- Coordinate venue management, room layout, entertainers, caterers, contractors, and equipment necessary for event execution.
- Oversee the dismantling and removal of the event and clearing events.
- Perform post-event evaluation; including data entry and analysis and produce reports for event stakeholders and/or senior leadership.
- Work in cooperation with the Chief Development Officer to develop plans, calendars, and strategies associated with each event.
- Coordinate and maintain work directly with the event committee chair(s), fundraising events specialist and/ or departmental managers to coordinate the activities of both volunteers and staff to ensure that goals and objectives for the event are met.
- Assist with planning all aspects of the events following the annual events calendar which includes providing guidance to staff, setup crews, volunteer workers, external vendors, caterers, and representatives from community organizations.
- Work in collaboration for event planning with board members, staff, and senior leadership, and our volunteer outsourced partner.
- Build and maintain the sponsorship component of all CICOA Foundation events to include identification, cultivation, solicitation, and stewardship of the current and potential corporate partners.
- Be a leader in providing expertise, insight, and direction for sponsorships and development of key levels of event sponsorships.
- Determine and prioritize the purpose of events, sets fundraising goals for each event, and report outcomes to the Chief Development Officer using events metrics.
- Prepare and monitor event budgets with responsibility in accomplishing financial goals (including sponsorship of the event(s).
- Track pledges and billing corporate along with individual pledges.
- Issue meeting and progress notes to appropriate staff and committee chairs.
- Demonstrate efficiency and show competence with Microsoft Outlook, Excel, Word, Raiser’s Edge/NXT, and PowerPoint.
- Develop and maintain current lists of available venues and services, and pricing options.
- Maintain current knowledge of event planning standards and trends by attending seminars, consulting with other professionals, and reading trade publications.
- Work with other CICOA program and management staff to identify opportunities for volunteer service within the organization.
- Develop volunteer position descriptions to facilitate effective volunteer opportunities that both support the mission of CICOA and provide meaningful and rewarding opportunities for community service.
- Recruit individuals and groups to fill volunteer opportunities.
- Work with other CICOA staff to develop orientation and training programs for volunteers.
- Maintain system to record volunteer activities, including personal information, positions held, training completed, and hours/length of service.
- Coordinate volunteer recognition and reward programs.
- Work with senior management to develop policies needed to provide an effective volunteer administration program.
- Other duties may be assigned.
Supervisory Responsibilities
None.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Education and/or Experience
Bachelor's degree from a four-year college or university in hospitality, marketing, event planning, or related field). This position requires at least 3 years of event management experience or related experience.
