Events Coordinator

Description

Job Title: Events Coordinator

Department: Development 

Reports To: Events Manager

FLSA Status: Full-Time, Non-Exempt 

Hiring Range: $20.50 - $24.50 per hour

Overview:

The Sacramento SPCA is a vibrant, well-established and respected non-profit animal welfare organization. Through our nationally-ranked high-volume spay and neuter clinic (we are ranked as one of the top 10 clinics in the country!), successful adoption program, behavior and training programs and commitment to excellent animal care, the Sacramento SPCA is giving more than shelter and saving animals one life at a time. 

General Summary

The Events Coordinator will work on all aspects surrounding the implementation and management of the Sacramento SPCA’s signature fundraising events including the Doggy Dash, fall fundraising gala, Splashy Hours and Jingle Bell Pup Crawl. In addition, they will oversee community fundraisers of $2,500 or less as the lead planner and other special projects that drive revenue through the events department. This position is for a highly organized, people-orientated, self-motivated person committed to customer service and supporting the Sacramento SPCA’s mission through its annual signature events and community partnerships. 

Essential Job Functions and Responsibilities

• Coordinate special event planning, preparation, day-of management and post event duties including, but not limited to: 
• Leading all aspects of the planning of Splashy Hours and Jingle Bell Pup Crawl (securing locations, managing logistics, maintaining relationships, gathering supplies, inventory needs, budget and quotes/invoice management, volunteer and staff management, social media messaging, website development and updates, guest communications and post-event thank you /follow-up’s); 
• Leading the agencies small to mid-sized third-party fundraising event portfolio ($2,500 and under): answer incoming inquiries, proactively research new partnerships, manage relationships, coordinate logistical needs, and post-event thank you/follow-up’s); 
• Development and oversight of signature event timelines to keep tasks on track and followed up with in a timely manner. 
• Coordinating all vendors needs for the agencies two signature events, Doggy Dash and Fall Gala (booth vendors, food/beverage vendors, demonstrations, displays etc.) 
• Monitoring email, phone, voicemail and incoming postal mail to respond to the needs of our participants, partners, vendors, staff and volunteers in a timely manner; 
• In partnership with the marketing department, update all event website information, event social media communication plans and event collateral to keep all event communication updated in a timely manner; 
• Creating and disseminating event packets, maps, logistical details and other event material to participants, vendors, volunteers, staff and partners; 
• Maintaining event binders and files for easy reference for each event; 
• Coordinating the execution of event contracts, initiating proposals, overseeing vendor requirements, and asking for donations for each event; 
• Contacting potential vendors, community partners and businesses for their services and/or in-kind support/donations/partnership; 
• Updating event databases, fundraising systems, websites and social media messaging. Lead committee meetings and volunteer assignments with Volunteer Manager; 
• Work with the Development Coordinator to oversee event related tasks including updating community event calendars, creating signage, PowerPoints, management of in-office event volunteers and assist with creating event décor. 
• Coordinating all post event thank you cards and surveys; and 
• Assist Events Manager with post event budget reports and final summaries. 

Requirements

Knowledge, Skills and Abilities Desired

• Strong customer service skills via phone, email and in-person interactions; 
• Proficiency with Microsoft applications, event software and Google Documents; 
• Strong communication skills and ability to work with teams including volunteers, staff, sponsors, vendors and the public; 
• Proven ability to multi-task and prioritize workload independently and in a fast-paced environment within structured timelines and budgets; 
• Detail orientated with exceptional organizational and project management skills; 
• Ability to complete work efficiently and communicate problems as they arise; 
• Comfortability asking for donations, in-kind support and organizing cost-savings strategies to maximize event revenue to meet budget goals; 
• Ability to be flexible with work schedule including some weekend and evening hours; and 
• A passion for the SSPCA mission and vision. 

Education and Experience

• Four-year high school or equivalent (GED) required, Associates or Bachelor’s degree, preferred; 
• A minimum of three years of professional or volunteer event experience in an event/marketing related field or a similar position that can be demonstrated to be applicable to the requirements outlined; and 
• Certified Meeting Planner or other event/development certificate, a plus. 

Additional Requirements

• Must be punctual and maintain regular, predictable attendance;
• Must be committed to a high standard of safety and be willing and able to comply with all safety laws and all of the employer’s safety policies and rules and must be willing to report safety violations and potential safety violations to appropriate supervisory or management personnel; 
• Have a valid California driver’s license and clear driving record for one year prior to employment in order to operate SPCA automatic and standard transmission vehicles; and 
• Capable of performing well under various degrees of pressure. 

Physical Requirements:

• Allergic condition which would be aggravated from exposure or through contact with animals or chemicals used to sanitize facilities, vehicles, or equipment may be a disqualification; 
• Must stand, walk, bend and stoop frequently to perform duties. Have the ability to perform prolonged strenuous physical activity, including lifting and carrying objects weighing up to 50 pounds alone or up to 100 pounds with the help of fellow employees for short distances; and 
• Must be able to be on your feet for long periods of time during special events. 

Working Conditions:

• May be exposed to hostile or abusive members of the public. Must be able to deal with an often times emotion-charged public and carry a fast paced and changing workload which at times can be stressful; 
• By nature of the job, there is occasional exposure with dead, injured, sick, unruly, vicious, and/or dangerous animals in addition to exposure to parasites and infectious diseases; and 
• Must be available and willing to work weekends, holidays, overtime, and attend mandatory training and meetings as the employer determines are necessary or desirable to meet its business needs. 

Note: The statements herein are intended to describe the general nature and level of work performed by employees, but is not a complete list of responsibilities, duties, and skills required of personnel so classified. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. Either employer or employee may terminate the employment relationship at any time with or without notice and with or without cause.

Salary Range (C1): Hiring Range: $20.50 - $24.50 per hour; Salary Range: $20.50 - $28.18 per hour

Salary : $20 - $24