Gala/Event Coordinator – Contract April - November

Location: Chicago, IL - Hybrid work arrangement is optional

The Gala/Event Coordinator will assist the Director of Development in all aspects of the annual Honors Gala including, but not limited to, Sponsor communication, Tracking of sponsor benefits, Donor acknowledgments, Auction item solicitations and thank you, Gala website entry and management including Auction item uploads, Management of the 50 page digital Gala Tribute Book, Guest lists, Table Seating, and other related duties as assigned.

This year's Honors Gala is scheduled for Friday, September 20th, and will be held in San Antonio, Texas. Attendance is not required, but preferred.

The Gala/Event Coordinator must be proficient with Microsoft Office products, including Outlook, Word, Excel, and PowerPoint, and able to quickly learn other online platforms. Experience with CRM software, like Raisers Edge strongly preferred, but not required.

Major Responsibilities:

· Create and distribute sponsor solicitation packets; track all outreach, follow up as needed.

· Complete online sponsorship requests.

· Prepare invoices to sponsor once commitment is secured; track all outreach, follow up as required.

· Track all sponsor information and collateral material for the Tribute book.

· Draft acknowledgement letters once invoice is paid in full.

· Run weekly reconciliation reports from online Gala portal, or as requested.

· Prepare and distribute 100 auction solicitation letters.

· Complete online donation requests.

· Collect all guest names, dinner choices, and dietary restrictions.

· Enter guest names and tables/seats once assigned.

· Create name tags, and table signage.

· Prepare lists for registration and assist on evening of the event.

· Assist with post-event reports and communications.

· Assist in packaging auction items (once paid) to winning bidders.

· Distribute post gala - thank you letters, pictures, tribute books, etc. to Raise the Paddle Winners, Emcee, Major Sponsors, etc.

· Participate in post gala discussion to document how we can improve year over year.

Qualifications

· Previous major event/gala operations experience required, 500 guest non-profit Gala experience preferred

· Ability to multi-task

· Technologically savvy

· Proficient on all Microsoft systems

• Ability to communicate professionally via telephone and in writing

· Ability to work independently and efficiently

Job Type: Part-time

Pay: $30.00 - $35.00 per hour

Expected hours: 10 – 20 per week

Schedule:

• Day shift

Ability to Relocate:

• Chicago, IL 60611: Relocate before starting work (Required)

Work Location: Hybrid remote in Chicago, IL 60611