Events and Operations Coordinator

Mission: OUT MetroWest builds communities where LGBTQ youth thrive.

Organizational Values:

• Affirming LGBTQ identities through positive role modeling.
• Challenging ableism, classism, misogyny, racism, and other systems of oppression.
• Creating supportive spaces where LGBTQ youth can be themselves.
• Respecting, embracing, and celebrating diversity.
• Treating people with care and compassion.

Position Description

The full-time Events and Operations Coordinator will lead event coordination, and will conduct many of the processes that enable OUT MetroWest to achieve its mission by helping the organization to run smoothly, efficiently, and effectively; and to be responsive to vendors, employees, volunteers, and community partners.

Reporting to the Executive Director, this 35-hour/week professional will lead event coordination, manage the donor database, coordinate many of our regular financial processes, and fulfill operational functions in the areas of human resources and facilities.

• To learn more about the history of OUT MetroWest, visit here:
• To learn more about our commitment to racial justice, visit here:
• To learn more about the team you’d be joining visit here:

Primary Responsibilities:

Event Coordination

• Collaborate with volunteer-led event committees to plan and host OUT MetroWest’s major fundraising events; including Trivia, the Gay-la, and other events as determined by the team.
• Together with the OMW staff team and volunteers, coordinate the logistics of OMW’s community events, including the OMW Birthday Party and Block Party.
• Schedule performers and vendors and manage vendor contracts for fundraising and community events. Forward vendor invoices to ED for payment.
• Manage event platforms for ticketing, donations, and information. We currently use Give Butter as our event platform.
• Manage online auction platform, and other potential event platforms.
• Lead event sponsorship communication, follow up with event sponsors, and seek opportunities for potential new corporate sponsorships.
• Coordinate event site visits with ED and additional staff and volunteers as needed.

General Operations

• Assist Executive Director with streamlining operational and financial processes.
• Process accounts payable and accounts receivable (paying vendors and sending invoices).
• Assist with online bill pay or paper checks for vendor and contractor payments.
• Assist with tracking of restricted grant expenditures and gathering of data for grant applications and reports.
• Keep monthly/annual folders to organize receipts/invoices, payroll reports, insurance policies, contracts, etc.
• Process required paperwork for new employees and volunteers and maintain current employee/volunteer records (including CORI and SORI checks).
• Submit bi-weekly timesheets to payroll administrator, enter direct deposit information, and maintain up-to-date records related to payroll
• Process incoming donations and other income in our donor database, Little Green Light (LGL).
• Coordinate regular syncing of LGL and QuickBooksOnline (QBO), our accounting software.
• Update as needed and oversee semi-annual clean-up of LGL records.
• With ED, reconcile monthly LGL reports (individual/corporate gifts, grants, training fees, etc.) with QBO reports.
• Ensure organizational insurance coverage, including annual renewal and audit(s), and file claims as required.
• Produce reports from LGL, QBO, and participant database as requested by team members.
• Assist with coordination of bulk mailings, including pulling bulk mail lists from LGL, organizing mailing lists, and mail-merging the lists for the printer.
• Work to advance OUT MetroWest’s diversity, equity, and inclusion goals and initiatives.
• Participate in strategic planning and other organization-wide initiatives such as fundraising and community-building events.
• Other tasks as requested.

You are a good fit for the position if many of the following are true about you (we don’t expect anyone to have ALL of these qualifications!):

• Detail-oriented with good organizational skills (REQUIRED)--you LOVE spreadsheets and organized data!
• Excited about streamlining organizational processes.
• Ability to multitask and set priorities; deadline-driven with proven ability to follow through
• Excellent communication skills and emotional maturity
• Ability to problem-solve
• Experience planning and coordinating community events.
• Experience implementing and updating procedures and policies
• Knowledge of and/or experience with basic bookkeeping functions
• Comfortable with both collaborative and independent work
• Experience handling confidential/sensitive information
• Experience with G Suite (Google) programs (docs, sheets, etc.), databases, QuickBooks On-line, donor management software (we use Little Green Light), event management platforms (we currently us Give Butter) AND/OR an ability and willingness to learn and navigate new software
• Competency in LGBTQ issues, with explicit understanding of gender identity and expression
• Demonstrated commitment to OUT MetroWest’s value of challenging ableism, classism, misogyny, racism, and other systems of oppression; willingness to continue to learn and grow in this work
• Must have satisfactory SORI and MA State CORI background checks.

Job Type: Full-time

Pay: $49,140.00 per year

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• Evenings as needed
• Monday to Friday
• Weekends as needed

Work Location: Hybrid remote in Framingham, MA 01702

Salary : $49,140