Special Events Coordinator

Position Summary:

The Special Events Coordinator will guide the operations, planning, lead-up, and implementation of fundraising and development events, which primarily run from March through May. Ideal candidate will have skills in event planning, fundraising, database management, and marketing.  

Responsible to: Chief Development Officer

Regular work hours and location: This is a part-time contract position from February 2026 through May 2026, with exact dates to be determined. The expectation is a hybrid of virtual and in-person collaboration; the BB360 office is located in Portland, OR on Beaverton-Hillsdale Hwy. Some events will take place at the Camp location, near Lincoln City, including possible overnight. Work in the evenings and on weekends will be necessary.

Essential Functions & Responsibilities:

• Work with established BB Bash Committee to design and implement a gala celebration which will include:  
• Event and table sponsorships 
• Ticket Sales 
• Pre-Mitzvah and Mitzvah Moment donations 
• Coordinating Auction procurement and implementation 
• Raffle and event games 
• Run of Show and scripted program 
• Plan and run other friend-raising and fundraising events 
• Focus on logistics, vendors, registration, database management, décor, and theme 
• Manage events within a budget – both for event expenses and income  
• Coordinate all fundraising aspects of events 
• Work with Development Director on paddle raise, pitch, and matching gift 
• Work closely with the Marketing and Communications Director on all marketing pieces 
• Events include, but are not limited to,  
• BB Camp Bash 
• Spaghetti Dinner 
• Central Coast Community Seder 
• Golf Tournament 
• Stewardship Events (Volunteer Appreciation & Legacy Society) 
• Coordinate event database management and data needs between multiple databases including post-event reconciliation.  
• Evaluate and report on events with a focus on improvement for future years 

General Expectations: 

• Ensure all responsibilities and functions are performed in a timely and accurate manner 
• Demonstrate compliance with and ethics surrounding program policies and procedures 
• Maintain appropriate degree of confidentiality 
• Attend, participate in, and complete orientation, training and educational activities as required 
• Demonstrate flexibility in a variety of situations 
• Work as a team and go out of your way to help other staff members 
• Be professional. Maintain BB360’s positive image in the community by acting appropriately 
• Demonstrate a positive attitude 
• Demonstrate sound judgment and maturity 
• Demonstrate a positive working relationship with Supervisor and colleagues 
• Work independently 
• Have fun!  
• Other duties as assigned. 

Qualifications 

• Three years related experience and/or training; or equivalent combination of education and experience. 
• 1-3 years experience in event management 
• Strong knowledge of MS Excel, MS Word, and other MS Office programs 
• Experience with donor and event databases 
• Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines 
• Strong written and oral communication skills 
• Excellent organizational and problem-solving skills 
• Good “people” skills important 
• Energy, enthusiasm, and a positive attitude 

Additional Skills & Abilities: 

• Must be able to independently carry out assigned tasks, demonstrating good time management and personal motivation. 
• Must be able to prioritize workload and respond appropriately to change. 
• Must be able to communicate verbally and in writing using the English language. 
• Interacts respectfully, friendly, and supportively with campers, staff, parents, and stakeholders. 
• Prioritizes inclusivity within the work that is produced. 
• Ability to be flexible and manage change. 

Physical Requirements and Working Conditions: 

• Occasional lifting (up to 30 pounds without assistance), carrying, pushing, and/or pulling; seldom climbing and balancing; prolonged standing and prolonged sitting; frequent stooping; occasional kneeling, crouching, and/or crawling; and occasional fine finger dexterity. 
• Generally, the job requires 50% sitting, 20% walking, and 30% standing. The job is performed in a generally hazard free environment.  
• Work is performed primarily indoors.  Occasional work outdoors.  
• Work environment is generally well lit. 

Additional Requirements  

• Must successfully pass criminal background check and, if applicable, fingerprinting. 
• Must be able to pass the pre-employment reference checks. 
• Must be able to pass a drug screen. 
• Must be able to provide a copy of his/her own social security card for W-4 documentation. 
• Must be able to provide applicable documentation(s) for I-9 to establish identity and authorization to work in the US. 
• Must have valid driver's license, personal automobile liability insurance, and an acceptable driving record. 

Note: This job description is representative of the major position requirements and is not intended to be all-inclusive. 

Effective Date: January 5, 2025