Special Events Coordinator

Job Title:                              Special Events Coordinator

Department:                        Administration

Reports to:                           VP of Development & Corporate Relations

Exempt/Non-Exempt:          Non- Exempt

Compensation: $50,000 annually

Primary Function:

The Special Events Coordinator is responsible for assisting and helping to coordinate social functions and fundraising events of the Boys & Girls Clubs. Under the direction of the VP of Development & Corporate Relations the coordinator will oversee several Club events. This person will also serve as second in command for several signature events. The position will include some weekend and evening hours.

Key Roles (Essential Responsibilities):

Assist with the planning and execution of special events and administrative duties including, but not limited to the following:

·        Solicit monetary donations, underwriting and sponsorships

·        Solicit In-Kind donations and sponsorships

·        Work with committees and other volunteers before, during and after event

·        Coordination of meetings when necessary

·        Work with the marketing department to create press releases to be sent to all media regarding special events

·        Assist with negotiations for event space, food, beverage, and supplies

·        Ensure appropriate décor to meet with the quality expectation of the Boys & Girls Clubs of Palm Beach County

·        Serve as liaison with vendors on event related matters

·        Assist with managing on-site set up and clean-up for events

·        Assist with design and set-up of event collateral material

·        Take photographs, prepare, and work with event photographers on needed shots, coordinate follow-up on same

·        Prepare P&L and track financials for events

·        Prepare thank you letters, sponsor request letters to all non-cash donations, i.e. auction items and sponsors using the “mail merge” procedure

·        Help organize and coordinate auctions for events

·        Drive and run errands as needed

·        Perform other duties as assigned

·        Attend Board meetings when needed

Skills & Knowledge Required:

·        Bachelor’s Degree from an accredited college or university preferred or equivalent combination of education, training and work experience

·        Strong communication skills (verbal and written)

·        Strong computer skills (Word, Excel, Publisher, Power Point)

·        Experience with auction software a plus

·        Strong administrative and organizational skills

·        Ability to function within specified time frames and under pressure

·        High degree of flexibility to accommodate fluctuating work loads and work hours

• Valid Florida driver’s license – must be able to meet insurance requirements (drive to events, different Club sites and Administrative Office and/or off-site meetings/trainings as required for the position).

Physical Requirements/Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequently required to stand; walk; use hands to finger; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear.
• Occasionally required to sit.
• Frequently lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.