What are the responsibilities and job description for the Advancement Events Coordinator position at Ave Maria University and Careers?
PRIMARY PURPOSE
Reporting to the Manger of Advancement Events, the Advancement Events Coordinator provides logistical and administrative support for the planning and execution of Advancement events that cultivate and steward donors, alumni, parents, and friends of the University. This position assists with the coordination and execution of on-campus and off-campus events by implementing event logistics, maintaining event data in Virtuous CRM, preparing event materials, and supporting communications related to event promotion and follow-up. The Program Manager will create and implement strategies that leverage all direct marketing channels to achieve fundraising and engagement objectives through mail, print, email, web, social media, etc. that drive attendance to university events both on and off campus. The Events Coordinator works closely with all Advancement staff and the University Marketing team to ensure events are well organized, properly branded, and effectively executed. During periods between major events, the Coordinator may assist other Advancement initiatives, including donor communications and advancement-related appeals reporting to the Vice President of Advancement marketing and Communications.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Coordinate event logistics including but not limited to: venue preparation, vendor communication, catering coordination, event timelines and setup needs and audio/visual coordination.
- Maintain event information in Virtuous CRM including but not limited to: event gifts and registrations, RSVP tracking, attendee lists, seating charts and nametags and event materials
- Assist with preparation of event communications including: invitations, event programs, briefing materials, scripts and talking points, event signage and printed materials
- Support event setup and breakdown, including preparation of materials, check-in lead as needed, and on-site coordination.
- Assist with compiling post-event reports including attendance lists and event feedback.
- Maintain organized records of event vendors, contracts, and event supplies.
- Provide general administrative support to the Advancement Events team as needed.
- During periods between major events, assist the Vice President of Advancement Marketing and Communications and Advancement staff with donor appeals and mailings, communications related to the Annunciation Circle and other donor societies and preparation of stewardship and engagement materials
- Maintain positive working relationships with internal departments and external partners.
- Support the mission of Ave Maria University and its Catholic identity.
- Ability to work evenings and weekends as required for events.
KNOWLEDGE, SKILLS AND ABILITIES:
- Strong time management and organization skills
- Strong oral and written communication skills
- Ability to work independently, collaboratively, and under supervision managing multiple tasks and deadlines in a fast-paced environment.
- Proficiency with Microsoft Office, familiarity with Adobe Creative Cloud and Virtuous or other CRM systems preferred.
- Strong attention to detail.
- Must be able to handle sensitive and confidential matters.
- Commitment to providing exceptional hospitality and service at university events.
- Must support the University’s Catholic mission.
- Ability to work evenings and weekends.
EDUCATION AND EXPERIENCE QUALIFICATIONS:
- Bachelor’s Degree required, preferably in marketing, public relations, hospitality, development, nonprofit management or related area.
- One – Three years of event planning is preferred.
- Experience in interacting with donors or other high net worth individuals is preferred.
PHYSICAL SKILLS AND ABILITIES: Requires ordinary ambulatory skills sufficient to visit event locations, and other buildings on campus; the ability to stand, walk and manipulate (lift, carry, move) light to medium weights of 10 - 20 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, type and perform data entry, visual acuity to use a keyboard, operate equipment and read technical information, ability to hear in order to answer telephones and to communicate verbally, and ability to work in a seated position for extended periods of time.
WORKING CONDITIONS: Work is performed primarily indoors with minimal safety hazards, and requires primarily seated work.