Special Events Coordinator

Job Summary:

Supports the success of VisAbility’s fundraising events. Works closely with staff, board members, and volunteer leadership to assist with planning, coordinating and implementing events designed to raise funds for and to promote community awareness of VisAbility’s programs and services.

Responsibilities:

1. Work closely with Chief Operating Officer to ensure the success of special event fundraisers for VisAbility by performing the following tasks:

· Provide administrative support in the research and solicitation of new and existing donors to support the organization’s special events (i.e. Blue Jeans Bourbon and Bingo, Shoot 4 Sight, Sporting Clays, and the Steelers Alumni Golf Outing).

· Perform complex administrative duties, with little supervision, exercising confidentiality, independent discretion, and judgment.

· Represent VisAbility in a professional and positive manner at all times, specifically when working with staff, board members, volunteers, and vendors.

· Provides staff support and leadership to event chairs and related committees formed to help secure sponsors and participants. Support may include keeping records, preparing meeting notices and minutes, handling correspondence and meeting with event committees.

· Coordinates work with external and internal audiences including vendors and donors.

· Assists with planning, implementation, and production of all fundraising events including vendor relationships and event logistics. May coordinate activities related to event program.

· Oversee event material production: work with design consultant to develop materials related to events including external communications, printed event materials (including but not limited to signage, programs, nametags, etc.) and event scripts.

· Maintains files and spreadsheets of all special event timelines. An understanding of donor software is critical – Raiser’s Edge experience preferred.

· Works at special events as directed including preparation, set-up, event execution and tear-down.

· Assists in performing regular administrative duties in a timely and efficient manner as it relates to special events; including but not limited to recording and tracking donor contracts and payments, reviewing and submitting event related invoices for payment, writing acknowledgement and thank you letters, assembling donor solicitation packets, creating and updating donor/program related forms, researching both monetary and in-kind funding sources, writing solicitation letters, executing mass mailings.

2. Event Sponsor Project Development: Works to identify, cultivate, solicit, and steward appropriate donors of $2500 level or higher with an emphasis on maximizing revenue through events for VisAbility. Update donor records in Raiser’s Edge.

3. It is the responsibility of all VisAbility's staff members to recruit, train and work with volunteers and to treat all clients, volunteers, guests, and other employees in a courteous and respectful manner at all times while maintaining a cooperative atmosphere for everyone.

4. Carries out any additional assignments required to fulfill the mission of VisAbility of Pittsburgh.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities and duties required.

Job Qualifications:

• Bachelor’s degree required, relevant work experience will also be taken into consideration.
• Minimum 3-5 years of special events experience, nonprofit events preferred.
• A thorough understanding of the Pittsburgh community and the significance of corporate and/or business relationships
• Ability to relate well and work effectively with multiple constituencies and audiences.
• Excellent verbal and written skills
• Highly organized and detail oriented to manage event timelines and marketing processes.
• A self-starter, data and deadline driven, and ability to multi-task with solid organizational and time-management skills
• Knowledge of office systems: MS-Office preferred and fundraising database systems (e.g. Raiser's Edge)

· Capable to travel to special events, committee meetings and event related responsibilities. Reliable transportation is a must.

· Ability to work nights, weekends, and an occasional overnight as required to meet the needs of each event.

• Interest in programs related to vision loss
• Willingness to learn and grown in a positive and challenging environment
• Ability to inspire and bring about change in all areas of the position
• Create positivity with co-workers and constituents

Working Environment/Physical Demands:

Working Environment:

· General office environment: Works generally at a desk in a

well-lighted, air-conditioned cubicle/office, with moderate noise levels.

· May be required to work out of doors with exposure to natural elements (sun, wind, rain etc) for event management

· Travel to sites in car as needed – reimbursement provided

· Work outside of normal office hours is required including nights and weekends

· Periods of high stress may occur.

Physical Demands:

· Activities require a significant amount of sitting at office and work desks and in front of a computer monitor, including using a keyboard and mouse extensively

· Ability to speak professionally on the phone with various stakeholders

· Ability to utilize a visually based database and social media programs

· Responsibility to lift and /or carrying of supplies up to 25 Pounds without assistance,

· Ability to lift and move 50 pounds with assistance (e.g. with dolly or push carts) and walk at least 2-3 blocks for special event set up

· Presence at specific events for extended periods that include standing, hauling material, and set up in various weather conditions, while speaking effectively with the public

· Ability to bend, stoop, kneel may be required for event set up

Reasoning Abilities & Language Skills:

· Strong executive level oral and written communication skills. Including executive reporting and presentations.

· Ability to evaluate information and the implications of a course of action or solution.

· Ability to interpret and apply common sense understanding to carry out a variety of instructions furnished in written, oral, or diagram form.

· Ability to follow and execute directives from leadership

· Ability to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists.

· Define problems, collect data, establish facts and draw valid conclusions.

· Evaluate trends in data or information.

· Strong written and verbal communication skills.

· Ability to multi-task often without losing momentum or focus.

· Ability to read, analyze and interpret both internal and external documents

Job Type: Full-time

Pay: $42,000.00 - $47,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Evenings as needed
• Weekends as needed

Work Location: In person

Salary : $42,000 - $47,000