Event & Experience Coordinator

People-First Philosophy

Every event---whether a large donor gathering or a small community workshop---is an opportunity to build trust, strengthen relationships, and create meaningful moments for the people we serve. This role ensures that every touchpoint with donors, volunteers, partners, and families feels welcoming, intentional, and aligned with United Way's commitment to putting people first

Key Responsibilities

Event Strategy, Planning & Execution

• Lead Major Events: Plan and execute signature events such as Tocqueville Dinner, Leadership Donor gatherings, Service Projects, Emerging Leaders events, and Day of Caring---ensuring every touchpoint reflects our people-first commitment.
• Audience-Driven Strategy: Use audience profiles and data to shape event goals, flow, and experience.
• Program Event Support: Consult with program leads to ensure their events feel connected, on-brand, and meaningful for families and partners.
• On-Site Lead: Serve as the primary point of contact during events---overseeing setup, flow, vendor coordination, and close-out to ensure a smooth, positive experience for all attendees.
• Department Alignment: Partner with internal departments to ensure event objectives are clear and aligned with the vision for the audience being served.
• Staff Coordination: Assign roles and ensure adequate support for all components of event execution.
• Event Technology: Use and help staff apply tools like Eventbrite, Cricut, and Lucidspark to support strong event delivery.
  
  

Experience Design

• Fundraising Support: Maintain and elevate execution of Tocqueville, Day of Caring, Sub for Santa, and other donor-facing events for a memorable experience.
• Vendor Relations: Build and sustain positive relationships with vendors, increasing access to in-kind support that enhances event quality and guest experience.
• Impact Program Experiences: Strengthen event experiences for tours, Sub for Santa workshops, Digital Inclusion and VITA celebrations, and corporate volunteer projects---consulting and setting strategy even when not the primary executor.
• Experience Design: Continuously refine how volunteers, donors, partners, and families experience United Way---proposing improvements to event flow, touchpoints, and systems.
  
  

Project Management

• Event Logistics: Develop timelines, secure spaces, manage catering and equipment, coordinate thank-you gifts, and plan communication schedules.
• Promotional Materials: Manage orders and support program teams in creating promotional materials that elevate the participant experience.
• Content Coordination: Work with the Social Media & Brand Strategist to ensure strong pre-, during-, and post-event coverage, including newsletter article handoffs for priority events.
  
  

Spiffs and Promotional Items

• Branded Items: Source, brand, and order event gifts, awards, and apparel in a timely, cost-effective manner.
• Vendor Management: Collaborate with vendors to ensure accurate, on-time production and delivery of promotional items.
  
  

Event Calendar Management

• Internal Calendar: Maintain a comprehensive internal event calendar to keep teams aligned on timing, logistics, and promotional needs.
• Public Calendar: Oversee the Events Outlook Calendar on the UWUC website, ensuring priority events are displayed clearly for community engagement.
  
  

Reporting & Metrics

• Post-Event Insights: Provide debriefs and recommendations to strengthen future events---tracking attendance, engagement, and other key metrics.
• Event Documentation: Maintain organized records of budgets, receipts, vendor contacts, and planning documents, capturing what worked and what should be improved.
  
  

Other misc. projects as assigned

Reports to: Head of Marketing (Julianne Jones

Preferred Qualifications

• Bachelor's degree in communications, marketing, nonprofit management, hospitality, or related field.
• 1-3 years of experience in event coordination, donor relations, volunteer coordination, or community engagement.
• Excellent written and verbal communication skills.
• A genuine commitment to exceptional customer service and positive relationships
• Comfort working independently while remaining a proactive team player
• Valid driver's license
• Willingness to learn and grow with us
  
  

Work Schedule

The typical work schedule will be 8:30am-5:00pm M-F. However, working hours will include night or weekend hours as needed.

Pay Scale and Bonus Structure

This is a full-time (40 hrs/wk) position

$22.00 per hour

Annual bonus opportunity: $2,000

• $1,000 in June (Leadership Dinner CEO Dinner)
• $1,000 in Fall (Day of Caring Tocqueville Dinner)
  
  

Bonus eligibility requires employment starting 2 months prior to each event and continuing 1 month after. Bonuses may be prorated upon early termination and are contingent upon successful event execution as outlined in the job description.