Special Events Coordinator

PURPOSE: To assist the Special Events Director(s) with Calvary Church’s 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” – It’s 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
• Main POC for all volunteers
• Thorough communication, placement, and training of volunteers
• Send out monthly emails to SE Volunteer Team
• 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.)

• Work with Calvary creative team to plan and coordinate event details.
• Schedule and organize weekly department head meetings (on a seasonal basis).
• Serve as main POC for volunteers/volunteer leadso Work with local vendors
• Help recruit and place volunteers to organize them according to each event’s needs.
• Help manage all Calvary Outreach Events (Thanksgiving Pickup Party, Calvary Christmas Toy
  
  

Shop, Etc)

• Work with Calvary creative team to plan and coordinate event details.
• Schedule and organize weekly department head meetings (on a seasonal basis).
• Serve as main POC for volunteers/volunteer leads, supporting/partnering organizations,
  
  

etc.

• Help recruit and place volunteers to organize and coordinate all “focus” areas of the
  
  

event.

• 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).

• Assist with manage all details related to Calvary Toy Shop
• Help oversee team leads, recruiting volunteers and placing volunteers
• Track and process all incoming toys
• Help plan distribution(s)/toy shop operations with Special Events team and with
  
  

Community Outreach Team

• Connect with schools and/or organizations for distribution (as needed).
• 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

• 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.

• Handle money properly, be familiar with protocol and provide documentation.
• Uphold Calvary Church policies.
• Have skills and ability to generate documents/power points/excel sheets.
• Able to input data into reports, and easy to understand charts/graphs.
• Understand of basic computer software, programs, word processors, etc.
• Able to work under stress, multiple projects, and deadlines effectively.
• Attend mandatory staff meetings, and various departmental meetings.
• 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.

• 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.