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Part-time Special Events Coordinator

Company: Second Chance
Date Posted: August 18, 2016

Event Planning and Production

  • As part of the development team, assist in planning, scripting and preparing timeline for all special events.
  • Propose new ideas to improve the event planning and implementation process.
  • Conduct research, make site visits, and find resources to help staff make decisions about event possibilities.
  • Manage execution of all special events to include: 
  • Event Program
    • With direction from VP Advancement, negotiate venue contracts and book event spaces, arrange food and beverage for attendees and volunteers, order supplies and audiovisual equipment, rentals, make travel arrangements, order event signage, and ensure appropriate décor (florals, linens, color schemes, etc.) to meet the quality expectations of Second Chance.
    • Recruit and assign volunteers.
    • Track ticketing software updates.
    • Serve as liaison with vendors on all event-related matters.
    • Work with the venue’s on-site staff to ensure all logistics and details about the event are accurate.
    • Manage day-of, on-site production and clean up for events as needed.
    • Prepare nametags, gift bags, registration lists, seating cards, etc.
    • Handle arising issues and troubleshoot emerging problems on the event day.
    • Close out all events as required.
  •  
    • Event Marketing & Promotion
      • Coordinate event marketing, including social media, website and printed materials.
      • Work with graphic artist to prepare printed programs, postcards, invitations as needed.
      • Assist in solicitation of program ads.
    • Event Administration
      • With direction from VP Advancement, assist with preparing budgets for each event project.
      • Keep track of event finances including check requests, invoicing, and reporting.
      • Solicit bids from vendors – including venue, caterers, DJs, florists and photographers/videographers as needed.
      • Coordinate appointments and visits to space and scheduling of events on the calendar for staff and volunteers.

Qualifications:

  • Proven track record in raising money from events.
  • Excellent communication skills, including public speaking and writing.
  • Ability to manage multiple projects and work assignments.
  • Excellent interpersonal skills both in person and by phone, with high professionalism.
  • Ability to accomplish projects with little supervision.
  • Strong customer service ethic and high expectations for quality.
  • Bachelor’s degree preferred; significant work experience can substitute for the degree.
  • Three - five years’ experience coordinating special events.
  • Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, and mail merges; email and web searches.
  • Comfortable with event technology, such as special event donation software, ticketing software, etc.

Pay: $27 per hour/20 hours per week

Submit cover letter and resume with "Event Coordinator" in subject line to tgooch@secondchanceprogram.org