Special Events Coordinator

Position Overview

The Special Events Coordinator is an integral member of the Marketing team, supporting the organization’s resource development, marketing, and organizational events and initiatives. This position is responsible for planning, coordinating, and executing a variety of special events—including public events, third-party events, internal events, donor-focused events, etc—to raise funds, foster stewardship, build community, and increase awareness of the Boys & Girls Clubs of the Fox Valley's mission and programs. The role will also assist with administrative tasks, as assigned.

This position generally operates at 25 hours per week, with additional hours required during the periods leading up to and following events.

Operations

• Maintain an annual special events calendar to ensure timely planning and coordination for all events.
• Collaborate with the marketing and resource development teams to fulfill event sponsorship deliverables.
• Coordinate with internal departments to support organizational events and ensure seamless cross-team communication.
• Manage relationships with event vendors, including scheduling, logistics, and contract coordination.
• Plan and coordinate all auction components, including but not limited to live and silent auction items.
• Oversee event-related website updates, volunteer coordination, and BGCFV staff scheduling.
• Provide input and review for marketing materials, print collateral, and event-related communications, ensuring consistency and supporting the coordination of promotional efforts across channels.
• Timely completion of all post-event duties, including financial reports, feedback surveys, etc. including follow-up, surveys, documentation, and review of event outcomes.
• Manage event budgets, track expenses, and ensure events stay within financial targets.
• Maintain the storage area where event materials, signage, etc are housed in an organized fashion.
• Research and brainstorm on event trends and best practices to evaluate each event annually, this includes analyzing financial performance, alignment to mission, and attendee satisfaction.
• Ensure that each third-party event has been vetted and approved by the Director of Marketing & Communications and CPO as needed.
• Prioritize and organize multiple tasks and responsibilities in a manner that fulfills daily responsibilities while continuing to make progress towards longer-term objectives.
• Collaborate with internal teams and departments to align goals and strategies and to foster a culture of cooperation and teamwork.
• Engage in continuous learning and contribute to the effective implementation of continuous improvement processes.
• Support the ethical use of data to make decisions in a timely and informed manner.
• Represent the organization to the community in a way that enhances the organization’s profile, builds its reputation, supports its strategic priorities, and advances its mission.
• Contribute to operational goals and objectives that align with and advance the organization's strategic priorities.
• Support team development and performance, inclusive of but not limited to active listening, team-based learning, recognition, fun, and transparent communications.
• Strive to meet and surpass the expectations of youth, families, staff, volunteers, Board, funders, and other key stakeholders.
• Support the planning, implementation, execution, and evaluation of special projects.
• Focus efforts on promoting equity, engaging in trauma-informed and continuous improvement practices, and doing what is needed to help the communities the organization serves become great places for all children and youth to grow and thrive.
• Actively and substantially contribute to a healthy organizational culture characterized by the core elements of trust, inclusion, belonging, autonomy, position mastery, and purpose.
• Finish work by established deadlines within the framework of established guidelines and policies.
• Address issues and concerns in a professional, respectful, and courteous manner.
• Ensure records are up-to date, accurate, and organized.
• Prioritize and organize multiple tasks and responsibilities in a way that meets daily responsibilities while continuing to work toward longer-term objectives.

Resource Development

• • Ensure accuracy of financial reports, tracking revenue and expenses against approved event budgets.
  • Work to understand how your actions and contributions to quality work and to maximization of

resources enhance the organization’s fundraising efforts and its overall financial health.

• • Support fundraising, donor stewardship, and Board engagement activities.

Safety and Risk Management

• • Ensure current safety practices meet or exceed organizational requirements.
  • Support the development and implementation of new or amended policies, practices, and processes that further mitigate and minimize safety risks.

Talent Development

• • Demonstrate a commitment to excellence, aligning your efforts with the organization’s values, mission, strategic priorities, and policies.
  • Participate in available coaching opportunities, regular one-on-one meetings with your supervisor, performance evaluations, and goal setting.
  • Demonstrate a commitment to learning and development by following talent development requirements and creating and following a professional development plan.

Other duties as assigned.

The Special Events Coordinator requires a majority combination of the following:

Education and Experience

• • Associate or bachelor's degree in event planning and management, non-profit or hospitality management, marketing and communications, or related field.
  • At least 3 years of special events experience.
  • A demonstrated record of special event planning, coordination, financial reporting, relationship building, and communications.

Skills and Requirements

• • Meticulous planning and attention to detail along with strong organizational and analytical skills.
  • Excellent relationship-building skills with the ability to present oneself professionally in community and professional settings.
  • Exceptional communication skills, with the ability to convey information in a timely, open, and clear manner.
  • Reliable transportation.
  • Knowledge of and ability to effectively use computers, software, and other technology tools.
  • Ability to establish and maintain effective working relationships with others.

Key Characteristics (Standard for every position in the organization).

• • Is mission-driven and values-based.
  • Demonstrates a growth mindset and a commitment to lifelong learning.
  • Upholds a commitment to equity, while striving to be anti-racist and respectful of cultural differences with all stakeholders.
  • Contributes to a purpose-driven culture characterized by trust, inclusion, belonging, autonomy, and learning.
  • Operates with excellence in mind in all matters.

Working Conditions

Standard for Admin and YFS

Work will primarily occur in a climate-controlled environment with minimal potential for safety or health hazards. This position may include flexible working arrangements, such as remote work and compressed work weeks, subject to supervisory approval. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

Physical Demands include:

• • Must be able to remain in a stationary position for extended periods of time.
  • Must be able to move independently indoors and outdoors.
  • Must be able to operate a computer and other office productivity equipment, such as a phone and photocopier.
  • Must be able to safely ascend and descend a ladder.
  • Must be able to communicate efficiently and effectively.
  • Must be able to quickly detect safety concerns.
  • Must be able to move equipment and supplies required to perform the position’s responsibilities.
  • Must be able to work effectively in outdoor weather conditions.
  • Must be able to work effectively in an environment where the noise level may be loud at times.

Reasonable accommodation will be made to enable individuals with documented disabilities to perform essential functions.