The Special Events Coordinator report to the Vice President of Philanthropy and works in conjunction with RI’s Development team. The Special Events Coordinator works as part of a team responsible for the successful planning, logistical management, and execution of annual fundraising events. These include but are not limited to the following: cultivation and stewardship events, community fundraising events, corporate events, and any other events as assigned. The Special Events Coordinator will be responsible for managing the budget and revenue goals for all annual fundraising and community events. She/he is responsible for using the special events module in the Raiser’s Edge database for managing and tracking annual events.
Principal Duties and Responsibilities
Strategizes, plans and manages all annual events including fundraising events, cultivation and stewardship events, community fundraising events, corporate giving events, and any other events as assigned;
Manages all vendor relationships including procuring bids in accordance with RI procurement policies, reviews vendor contracts, secures appropriate venues, and identifies necessary services for events;
Responsible for the timely design and production of all event materials to include save-the-dates, invitations, programs, collateral materials for on-site distribution, sponsorship signage and recognition, and any other event materials as needed;
Manages the budget for all events, making accurate revenue projections and effectively overseeing expenses;
Prepares, maintains, and completes all financial reports for fundraising events;
Conducts debrief meetings with internal staff, board members, and members of the management team as needed;
Drafts and manages correspondence related to events such as sponsorship solicitation letters, pledge confirmation forms, event acknowledgements, and any other event guest/donor correspondence needed;
Ensures recognition and benefits for sponsors are properly implemented and executed in all event marketing materials, including the invitation, event program, on site sponsor signage, website promotion, and social media toolkits;
Responsible for tracking all donor moves (all communication, visits, pledges, and proposals) in the Raiser’s Edge database and holds her/himself accountable for individual and team metrics;
Responsible for maintaining the data in the special events module in Raiser’s Edge and using the module as directed by the Vice President of Philanthropy;
Works in conjunction with the Development team to manage all event fundraising volunteers including all committee members and board members as needed;
Oversees the process of training and managing event volunteers on site;
Works respectfully and collaboratively with all board members, committee members, council members, agency leadership, and fellow staff members;
Collaborates with the Communications team and Development team colleagues on all event related marketing materials and collateral;
Ensures RI’s donor stewardship standards are being upheld through all event communication (written and verbal) and general donor interactions before, during and after events;
Participates in the donor identification, cultivation, solicitation and stewardship process for special event donors;
Seeks out training and skill development, actively pursuing growth and learning opportunities;
Devises an ongoing workplan to complete annual goals;
Participates in an (optional) annual mission, in coordination with and approval from, the President of RI and the Vice President for Programs and Policy;
Fulfills other responsibilities as needed.
Special Education/Experience Requirements/
Special Knowledge/Skills Requirements
Excellent donor relationship management and development skills;
Outstanding organizational, time management, interpersonal, writing, and communication skills;
Unique ability to apply experience to think innovatively and creatively about annual events;
In-depth knowledge of fundraising principles and practices;
Ability to think strategically and implement effective plans to achieve revenue goals;
Strong leadership skills with an ability to work both independently and collaboratively;
Ability to train, inspire and motivate fundraising and event volunteers effectively;
Keen understanding of the event budget process, expense management, and revenue projection;
Strong initiative to work in a fast-paced culture of transformative change;
Excellent customer service skills and tremendous attention to detail;
Optimistic attitude and flexibility in a dynamic work environment;
Ability to play a proactive role in helping shape and implement new initiatives, policies, and procedures impacting the Development team;
Local and national evening and weekend travel to events and meetings;
Proficiency with Microsoft Office suite;
Knowledge of fundraising databases, especially Raiser’s Edge, preferred.
Bachelor’s degree required, preferably in non-profit management, event planning, public relations, or hospitality.
Minimum of three years of nonprofit event planning, fundraising, and volunteer management experience.
Applications should include a cover letter, resume and writing sample.