Big Brothers Big Sisters seeks a Special Events Coordinator to lead the planning and execution of various events, including fundraisers and community outreach programs. This vital role encompasses managing logistics, budgeting, marketing, volunteer coordination, and post-event analysis. The coordinator will collaborate with internal teams and report to the Chief Development Officer and Executive Director, playing a crucial role in enhancing event impact and supporting our mission of mentoring youth.

Functions

• Special Event Planning and Logistics
• Financial and Budget Management
• Marketing, Promotion, and Partnerships
• Volunteer and Community Engagement
• Event Analysis and Compliance

1. Event Planning and Logistics

• Collaborate with internal teams to plan and organize special events, including but not limited to fundraisers, galas, community outreach events, and partnership celebrations.
• Manage all aspects of event logistics, including venue selection, catering, audio-visual requirements, event elements, insurance & permits, volunteers, guest management, and transportation.

2. Financial and Budget Management

• Develop and manage event budgets, ensuring cost-effectiveness and adherence to financial guidelines.
• Work with Bookkeeper to ensure all event income & expenses meet or exceed budget.
• Responsible for oversight of daily processing of donations.

3. Marketing, Promotion, and Partnerships

• Work with the Marketing team to create promotional materials, social media campaigns, and press releases to generate awareness and attendance for events.
• Identify and secure event sponsors and partners to enhance the success of events and broaden community support.
• Development of special events printed materials, press releases, and other marketing materials under the direction of the Chief Development Officer & Marketing Team.
• Be the point person for monitoring all mailing projects; Agency liaison with the USPS ensuring compliance and rates.

4. Volunteer and Community Engagement

• Recruit, train, and coordinate volunteers to assist with various aspects of events.
• Assist in developing and maintaining donor recognition programs and stewardship projects.
• Participate in organizational team-building activities. Attend all mandatory meetings.

5. Event Analysis and Compliance

• Conduct post-event evaluations to assess the success of events, gather feedback, and identify areas for improvement.
• Oversight, maintenance, and monitoring of all event dashboards, databases, and reports. Complete and submit weekly designated reports.
• Perform other duties as required by agency management.

SUPERVISION:

• Reports to the Chief Development Officer
• 60 Day Review and Annual Reviews

SALARY AND BENEFITS

Starting salary range: Starting at $40,000 annually dependent upon qualifications and experience

Available benefits: Health Insurance, Long Term Disability, Life Insurance, Vision Insurance, Dental Insurance & PTO after 60 Days. 401k after 90 days.

EDUCATION

Bachelor’s degree in Marketing, Journalism, Communications, related field, or experience in a similar capacity

QUALIFICATIONS

• Commitment to the mission of Big Brothers Big Sisters
• Excellent verbal and written communication, emotional maturity, good judgment, integrity, flexibility, resourcefulness and enthusiasm
• Experience in Event Management, Marketing, or a related field.
• Strong project management skills, adherence to timelines and due dates
• Proven experience in event planning and coordination, preferably in a nonprofit environment.
• Strong organizational and project management skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and collaboratively in a team environment.
• Familiarity with fundraising strategies and donor relations. Professional attitude and manner
• Ability to make presentations to corporations, schools, groups and individuals.
• General knowledge of service area organizations, school systems and other community resources
• Proficient with computer programs including Microsoft Office.
• Understanding of marketing concepts such as public and media relations, marketing material concept and design, and event or presentation preparation
• Must have valid Indiana Driver’s license and show proof of auto insurance.