What are the responsibilities and job description for the Special Events Coordinator position at Calvary Albuquerque Inc?
PURPOSE: To assist the Special Events Director(s) with Calvary Churchs Special Events and
Guests. Events include, but are not limited to Christmas, Easter, National Day of Prayer, Love
Day/Love Week/LoveNM Events, Freedom Celebration, Thanksgiving Pickup Party, Calvary Christmas
Toy Shop, Concerts, Conferences, Calvary Staff Party, Calvary Volunteer Party, etc.
CHARACTER STATEMENT: I am a doer it is not a job it is a calling!
ESSENTIAL DUTIES AND RESPONSIBILITIES (include the following):
Assisting the Special Events Director(s) and/or Coordinator(s) in the following ways
Maintain Calvary Culture and Culture Axioms
Be available the day before/day of/day after events for set up, event running, and teardown
Be a doer Its not a job it is a calling!
Be able to lift 50lbs and be on your feet for long hours (specifically on event prep days, event
day(s), and teardown days.
Be available to run errands for events and for guests
Be able to work with the Special Events Team (staff and volunteers) and Calvary staff by
communicating needs, answering questions, being available to interview Life Track volunteers
and be the primary point of contact for all volunteers.
Assist with leading, training, and overseeing volunteers for various outreaches and events.
Be able to take lead on Special Event/Outreach Event (Volunteer) Team health
o Main POC for all volunteers
o Thorough communication, placement, and training of volunteers
o Send out monthly emails to SE Volunteer Team
o Help plan and coordinate Team Building Gatherings
Be able to prep (purchased needed supplies, setup and organize dressing rooms and green
rooms) host special guests (guest speaker, artists, entertainer) with professionalism and
excellence.
Be able to handle administrative items (create and maintain checklists, research for budgets,
work with and book vendors, etc. for all events/outreach events)
Help Identify community needs and mobilize teams of people to bring resolution to those
needs.
Help create and implement new processes and procedures to ensure the event runs as
smoothly as possible with a Calvary level of excellence.
Order and distribute various materials and resources needed to achieve the needs of the
community and execution of all events.
Collaborate and coordinate with other departments in Calvary Church for the implementation
and distribution of various promotion material.
Keep accurate and detailed information of Calvary Church outreach/event efforts.
Help Coordinate church community initiatives and events.
Help Coordinate plan and execute all Special Events (Easter, National Day of Prayer,
Freedom Celebration, Concerts, Conferences, etc.):
o Work with Calvary creative team to plan and coordinate event details.
o Schedule and organize weekly department head meetings (on a seasonal basis).
o Serve as main POC for volunteers/volunteer leadso Work with local vendors
o Help recruit and place volunteers to organize them according to each events needs.
Help manage all Calvary Outreach Events (Thanksgiving Pickup Party, Calvary Christmas Toy
Shop, etc):
o Work with Calvary creative team to plan and coordinate event details.
o Schedule and organize weekly department head meetings (on a seasonal basis).
o Serve as main POC for volunteers/volunteer leads, supporting/partnering organizations,
etc.
o Help recruit and place volunteers to organize and coordinate all focus areas of the
event.
o Help create and maintain master spreadsheet of event, focus groups, and needs of each
focus group communicating with team leads and ordering/purchasing needed
materials (TPP).
o Assist with manage all details related to Calvary Toy Shop
o Help oversee team leads, recruiting volunteers and placing volunteers
o Track and process all incoming toys
o Help plan distribution(s)/toy shop operations with Special Events team and with
Community Outreach Team
o Connect with schools and/or organizations for distribution (as needed).
o Recruit and train volunteers for day of event and various workdays prior to event.
Ability to receive direction from SE Director or SE Director Assistant and complete assigned tasks within required deadlines. (training will be provided)
Availability to work weekends/evenings as required prior to events for Event preparations: hosting KIOSK/promo/training
GENERAL OFFICE DUTIES:
o Answer phones, file, organize, type, fax, write, make copies, schedule, email, send
mail, direct calls, bulk print, voicemail, deliver messages, manage calendars, inventory,
prepare reports, proofread, troubleshoot problems with office equipment and work
with the public and staff.
o Handle money properly, be familiar with protocol and provide documentation.
o Uphold Calvary Church policies.
o Have skills and ability to generate documents/power points/excel sheets.
o Able to input data into reports, and easy to understand charts/graphs.
o Understand of basic computer software, programs, word processors, etc.
o Able to work under stress, multiple projects, and deadlines effectively.
o Attend mandatory staff meetings, and various departmental meetings.
o Communicate with all levels of departments including, but not limited to, janitors,
maintenance, executive office, servants, student ministries, ministry leaders,
surrounding businesses and contracted businesses.
o Assist with annual board report for Special Events department.
SKILLS & KNOWLEDGE REQUIRED:
High School Diploma or equivalent
Associates preferred or equivalent work experience (Six months to one year of relevant
experience)
3 years office experience
Confidentiality
Strong organizational skills
Strong leadership skills and capabilities
A calm sense of urgency Excellent verbal and written communication skills with exceptional interpersonal
communication skills
Ability to work independently on assigned tasks as well as to accept direction on given
assignments
Ability to complete assigned responsibilities and duties under direction from supervisor as
well as to be self-motivated and take individual initiative
Works well under pressure
Detail oriented and team player
Microsoft Suite experience and database experience (Excel, Microsoft Office, etc.)
Be able to familiarize yourself with programs Calvary utilizes
Teams
Ministry Platform
eSPACE
Flexibility to work early, late, weekends and holidays
Calvary is your home church which you attend weekly
COMMENTS
The above statements are intended to describe the general nature of this job and the level of work
performed by employees in this position.
This job description in no way states or implies that these are the only duties to be performed by the
employee occupying this position. Employees will be required to follow any other job-related
instructions and to perform any other job-related duties required by their supervisor.
This document does not create an employment contract, implied or otherwise, other than an at
will employment relationship.