Event Coordinator

Reports to:  Marketing Manager at Downtown Rescue Mission (DRM)

Status: Part-time (up to 27 hours/week)

Compensation: $18–$20/hour (based on experience)

Education, Experience, and Other Requirements

• Upholds DRM’s mission and maintains a positive attitude and moral Christian image (Titus 1:6-9, 1 Timothy 3:1-14). 
• Bachelor’s degree in a related field or a minimum of 2 years of event management experience.
• Excellent verbal and written communication skills. 
• Strong organizational and time management skills.
• Ability to manage multiple projects and priorities within deadlines. 
• Problem-solving ability both independently and in a team setting.
• Experience creating, managing, and reconciling event budgets.
• Strong negotiation and vendor management skills to secure cost-effective solutions.
• Understanding of vendor and service contracts, including key terms and obligations.
• Proficient in Microsoft Office and Google Suite.
• Willingness to work on occasional evenings or weekends as needed to support priorities. Most duties and responsibilities are during scheduled hours on weekdays.
• Ability to sit and stand for long periods of time and lift 30 lbs. unassisted. 

Core Competencies

• Strong attention to detail in scheduling, logistics, and documentation.
• Ability to adapt quickly and resolve last-minute issues, changing needs or challenges.
• Professionalism in handling clients, donors, staff, and stakeholders.
• Understanding of event marketing strategies.
• Commitment to providing excellent guest experiences.
• Ability to build and maintain positive relationships with clients, staff and stakeholders.
• Professionalism in handling client needs and concerns.
• Financial accountability and reporting skills.

Desired Skills

• Experience in GoFundMe, GiveButter, and/or other donor/event software.
• Project management experience.
• Knowledge of AV equipment and event technology.

Duties and Responsibilities: The Event Coordinator will oversee all tasks throughout the event planning process. Events include fundraising events and any other assigned events. This position works closely with fellow Development Team members and, at times, other DRM constituents (staff, volunteers, etc.). 

Duties and responsibilities included, but not limited to: 

• Plan and manage a minimum of 3 primary events annually–which vary in size, location, and purpose–plus additional smaller events as needed. The total number of annual events may shift based on organizational needs, milestones, and circumstances.
• Collaborate with staff and volunteers to ensure event success.
• Establish and maintain relationships with vendors and venues. 
• Research, propose, and secure venues based on budget, accessibility, and appeal.
• Create reliable financial reports, ensuring all financial elements are accounted for, and expenses remain within budget. 
• Anticipate potential event challenges and develop contingency plans to mitigate risks.
• Prepare briefing materials with final details for fellow DRM members, event hosts, and other stakeholders. 
• Develop staffing and volunteer plans to ensure quality standards are met. 
• Collaborate with team members and vendors to create and distribute event invitations, manage RSVPs, and track responses. 
• Determine benchmarks for success prior to each event, evaluate outcomes, and implement plans for improvement going forward. 
• Brainstorm and propose additional events to advance DRM’s mission.
• Represent DRM at events and speak publicly when needed. 
• Seek and secure event sponsorships and giveaways.
• Maintain a part-time, on-site schedule (up to 27 hrs a week).

Disclaimer: This description is not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the role. It is intended to be an accurate reflection of the basic elements of the role. Acceptance constitutes the employee's understanding of the requirements, essential functions, duties, and responsibilities.