The Events Coordinator aids in the mission and vision of Animal Friends by engaging members of our community and ensuring adequate funds are procured to provide life-saving services to animals in need. The incumbent takes initiative by planning, supervising and coordinating secondary and third-party fundraising events of the organization. This includes, but is not limited to, planning scope and format of events, solicitation of sponsors and in-kind donations, working with individuals, businesses and corporations and other organizations to coordinate the pre-event logistics, recruiting and training volunteers for day-of event, partnering with the Communications Department to promote events, and completing post-event documentation. The Events Coordinator will also provide support to the Director of Development with the primary event(s). The Events Coordinator will also provide oversight of Development interns and volunteers actively involved in the execution of events as they relate to the role. Essential Functions:
- Plan, coordinate, and take ownership of secondary events. This may require event proposals to senior staff, venue selection, catering options, signage, displays, special needs requirements, printing and/or event security, and registration of event participants.
- Coordinates and stewards third-party, independent fundraising projects held by businesses, corporations and individuals.
- Assist and work in conjunction with the Director of Development on primary event(s).
- Maintain detailed records of event aspects, including financial details. Conduct post-event evaluations to determine how future events could be improved.
- Work in conjunction with Director of Development to plan scope and format of events, to establish and monitor budgets, or to review administrative procedures and event progress.
- Stewardship of vendors as they relate to events.
- Cultivate corporate sponsors and communicate involvement as they relate to events.
- Solicit in-kind donations from businesses and individuals for raffles and auctions.
- Monitor event activities to ensure compliance with applicable laws and resolve any problems that arise.
- Work with Communications staff to plan and coordinate needs for event needs including marketing, promotions, design, signage and other creative needs.
- Anticipate internal and external needs for events and act promptly to address them as they arise.
- Maintains a comprehensive understanding of Animal Friends, its many programs, procedures and offerings in order to plan meaningful and effective events.
- Train and supervise volunteers and support staff required for events.
- Handle cash and manage credit card payments and event registrations in accordance with Animal Friends' financial internal controls policy.
- Leverage volunteer talent by engaging their assistance within the department, thereby helping us to further our mission and vision and to achieve the organization's expectation of 100% integration of volunteers into our programs.
- Performs other duties as assigned.
Requirements
- High school diploma or GED required; college degree in related field preferred.
- At least two years of fundraising or events management experience
- Possess excellent communication skills, interpersonal skills, computer literacy, organizational ability and time management skills
- Flexible work availability required; organization is a 7-day/week operation, which may require individuals to work evenings, weekends, holidays and/or special events at times
- Experience with donor databases and fundraising platforms required
- Must have access to dependable transportation and openness to local travel
- Valid driver's license required
- The physical demands for this job are as follows: Medium Work - Medium work is defined as lifting 50lbs maximum with frequent lifting and/or carrying of objects weighing up to 35lbs
- Must be comfortable working with and handling dogs, cats and rabbits of various sizes and temperaments and be able to successfully complete Animal Friends' handling training
- Valid Pennsylvania Child Abuse, State Police, and FBI Fingerprint Clearances
- Must have a sincere interest in the vision, mission, and culture of Animal Friends
- Must meet essential functions within 60 days of hire
Knowledge, Skills, and Abilities:
- Communication Proficiency - Ability to express information and ideas to others in both verbal and written platforms
- Organization Skills - Ability to analyze work, set goals, develop plans of action, maintain up to date and accurate records
- Stress Management - Ability to maintain baseline behavior / composure during stressful situations, Adapts well to change
- Customer / Client Focus- Actively seeks out ways to aid Animal Friends guests and/or volunteers to ensure the best possible customer service is provided
- Diversity and Inclusion - Ability to welcome, support and value individuals with similarities and differences that may vary from your own
- Teamwork Orientation - Ability to work with others to accomplish like-minded goals and tasks for the organization
- 'Customer Smart' Culture - Develops and models strong interpersonal skills, initiates and maintains positive interactions with visitors, volunteers and fellow employees, redirects challenging interactions into manageable ones