What are the responsibilities and job description for the Fundraising & Event Planning Coordinator position at Imagine Children's Museum?

Job Description

Description : Position Summary :

Imagine Children's Museum is seeking an experienced and detail-oriented Fundraising and Event Planning Coordinator to oversee the planning and execution of multiple fundraising events throughout the year. This position is responsible for managing the logistics, coordination, and execution of events, ensuring they are completed on time, within budget, and meet the organization’s goals. The Fundraising and Event Planning Coordinator will collaborate with various internal teams, external vendors, and volunteers to deliver a seamless event experience. This role requires strong organizational skills, proactive problem-solving, and the ability to manage multiple projects simultaneously.

Essential Functions / Major Responsibilities :

Event Management

Plan and execute multiple events annually, developing and implementing timelines and project plans.
Coordinate with internal Museum departments and external vendors (A / V, catering, rentals) to ensure smooth event logistics.
Manage the invitation, RSVP, and ticketing process for event participants.
Oversee event setup and cleanup, ensuring everything runs according to plan.
Provide regular updates and progress reports to the Chief Advancement Officer (CAO), CEO, and Board committees.
Recruit, train, and manage event volunteers, ensuring they are equipped to perform their roles efficiently.
Supervise the event’s day-of logistics, troubleshooting any issues that arise.

Vendor and Logistics Management

Manage relationships with vendors and ensure timely delivery of goods and services.

Secure in-kind donations, including food, beverages, rentals and décor.

Process invoices and ensure all vendor payments are made in a timely manner.

Work with external contractors and ensure contractual obligations are met.

Administration

Maintain accurate event records, files, and databases.

Produce regular reports to track event progress, key metrics, and post-event analysis.

Ensure proper documentation of all relevant event data and feedback for future improvements.

Provide administrative support related to event logistics, including scheduling meetings and preparing event materials.

Monitor budgets.

Team and Volunteer Coordination

Collaborate with colleagues in the Development Department, working together to reach fundraising goals.

Collaborate closely with various departments, including Marketing / Communications, Operations, and Visitor Experiences, to ensure cross-departmental alignment on event goals.

Communicate with volunteers, staff, and stakeholders to ensure a clear understanding of responsibilities and timelines.

Maintain effective communication with all event participants, including committee members, volunteers, and vendors.

This is a part-time position, on-site in Everett. The starting pay is $23-$25. All part-time employees receive accrued sick time, anniversary appreciation day, free museum membership, discounts, and other museum perks!

Requirements :

Position Requirements :

Demonstrated ability to manage multiple projects and meet deadlines.

Experience managing event logistics, including vendors, volunteers, and internal teams.

Commitment to delivering high-quality events.

Strong proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.

Excellent organizational, communication, and interpersonal skills.

Ability to effectively coordinate teams and ensure smooth execution of events.

Strong problem-solving abilities, with a focus on proactive solutions.

Ability to work both independently and as part of a collaborative team.

Strong attention to detail.

Education and / or Experience :

Minimum 3 years of event planning and coordination experience, with demonstrated success in meeting goals.

High school diploma or GED Equivalent

Supervisory Responsibility :

May supervise volunteers and other support staff during events.

Work Environment :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee works in a typical office environment with moderate noise levels.

Physical Demands :

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 the essential functions.

Regularly required to sit for long periods of time and occasionally lift and or move up to 25 pounds.

Independent body mobility to access a standard office environment with shelves and drawers of varying heights.

Vision sufficient to read a computer screen, 12 point and finer printed text, and handwritten documents.

Manual dexterity to operate a computer keyboard daily.

Speak and hear sufficiently to communicate clearly in person, over the telephone, and in small groups.

Mental stamina for problem solving and dealing with stressful situations; prioritizing multiple tasks; interpreting and applying oral / written instructions.

No ongoing and consistent extraordinary physical effort or strain involved in this position.

Salary : $23 - $25

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