Summary

The Event Coordinator is a vital component of the Event Department which organizes and ensures the smooth operation of the agency’s events, from planning to implementation, that meet or exceed the agency’s financial, awareness and impact goals. In this highly collaborative role, as part of the Development team, the Event Coordinator, is responsible for logistical coordination and support to produce Father Joe’s Villages signature fundraising events and other events that support Father Joe’s Villages mission, including but not limited to three annual signature events: Children’s Charity Gala, Charity Golf Tournament, and Thanksgiving Day 5K. In addition, the Event Coordinator provides support to the strategic visioning process, fundraising, and sponsorship of events. The Event Coordinator is driven, organized, has strong time management skills, can multi-task, is very detail oriented, able to work independently as well as work with a team, and will complete projects with tight deadlines in a fast-moving environment.

Essential Functions

• Coordinates logistics for all special events including, but not limited to, 3 signature fundraising events: Children’s Charity Gala (May), the Charity Golf Tournament (Fall), and Thanksgiving Day 5K.
• Establishes and maintains systems and checklists for event planning, production, and post-event follow-up.
• Works closely with internal teams to implement planning and execute day-of logistics, including but not limited to Development, Volunteer Services, Communications, and Facilities.
• Help create and manage event budgets. Ensures event expenses are within budgeted amounts by negotiating new and existing contracts, securing in-kind donations and developing creative low-cost solutions for event components.
• Work with Development and Communications staff to ensure all events and programs are promoted in a timely manner, and sponsors are appropriately included and acknowledged at programs and events, including but not limited to: developing pre- and post-event communication including event registration websites, graphics and collateral, email and web content, and direct donor communication.
• Build and maintain strong relationships with vendors, partners, and attendees to encourage repeat partnership and attendance with strategies such as effective communication, thank you notes, debriefs and feedback.
• Research, identify and secure potential vendors, program partners and event suppliers, with a focus on reducing event expenses. Correspond with vendors to ensure on time and accurate rendering of services and payment of invoices.
• Process and monitor event registrations and guest lists. Create strategies to expand event attendance via intentional outreach and welcome initiatives. Provide strong and prompt customer service to vendors, presenters, partners and attendees.
• Research and solicit in-kind donations for products and services, silent auctions, raffles, etc.
• Facilitate event-related meetings with scheduling, agendas, note-taking and follow-up. Attends event site planning meetings.
• Track and report on program and event metrics, qualitative feedback and key learnings to improve future programming decisions.
• Keeps up to date on event trends, guidelines, and restrictions, and implements protocols and emergency plans as needed.
• Support and plan logistics for corporate donation drives.
• Performs other duties as assigned.

Qualifications

• Dynamic, highly organized, detail oriented, and possesses project management skills and an ability to manage multiple events/projects at one time.
• Possesses strong customer service skills when interacting with participants, event attendees, and donors.
• Bachelor’s degree or equivalent work experience required.
• At least 1 year of special events experience.
• Intermediate user of MS Office.
• Must be available for some evening and weekend events, including, but not limited to, Thanksgiving Day.
• Experience within and knowledge of the nonprofit space a plus.
• Experience working with fast-paced, mission-driven organizations is encouraged.
• Intermediate user of donor software preferred; Experience with Raisers Edge, OneCause and Classy is a plus.
• Knowledge of InDesign, Photoshop, or other graphic design software is a plus.
• Be at least 21 years of age with a minimum of 3 years of driving experience; possesses valid California driver’s license; and has no Class 1 or more than two Class 2 violations within the past 36 months.
• Participate in an annual Tuberculosis screening and/or other screenings when necessary. Reasonable accommodations may be granted where appropriate.

Salary & Benefits

• Salary Range:$25.09 To 30.43 Hourly, Non-Exempt
• Medical, Dental, Vision Insurance
• Competitive Paid Time Off