Sacramento, United States, North America
At least 3 years experience
Special Events Coordinator
The Special Events Coordinator organizes all development-related events to ensure high quality, successful outcomes for both the guest experience and with respect to budget and fiscal objectives. This position works closely with development staff, volunteers and committee members to ensure that all membership, donor stewardship, and fundraising events are managed efficiently and effectively. Demonstrates the ability to interact and communicate in a professional, trustworthy, and open manner with all Museum constituencies. The Special Events Coordinator manages overall event logistics, budget, timelines, planning and other details in conjunction with the appropriate development staff and relative to the specific event.
RESPONSIBILITIES AND DUTIES:
- Work closely with lead staff to coordinate logistics for Museum events including the Art Auction and Crocker Ball to ensure that each function is organized and managed to result in a positive experience for guests, sponsors, committee members, volunteers, and staff.
- Coordinate the Director’s Circle and other major donor events, in conjunction with lead development staff, to assure the quality and consistency of the functions, interfacing with vendors and volunteers, and providing expertise and guidance when necessary and/or requested.
- Submit a complete and thorough evaluation of each fundraising event within 30 days following the event.
- Ensure all facility rental documentation/forms are submitted in the required timeframe to Museum facility rental staff ensuring that the Museum’s master calendar has all-important events scheduled for current and future years when dates are known.
- Support lead staff in their management of committee meetings including agenda development, supporting materials, communication with appropriate committee members and follow up on all action items resulting from meetings.
- Coordinate with lead staff to ensure communication occurs in a timely manner with all donors regarding in-kind, auction and other donations to the Raiser’s Edge database manager and confirm that all event donors are properly acknowledged for their gift(s) within two weeks following the event.
- Utilize the Raiser’s Edge Special Events Module to ensure that all event ticket sales, guests, reservations, gifts, and other donor related transactions are entered in the database. Produce reports from the Special Events module as needed.
- Support lead staff in building a sponsor solicitation committee structure within each fundraising event whose focus is achieving the budgeted sponsorship goal.
- Follow all policies outlined in the Museum Policy and Procedures Manual for Non-Museum Related Facilities Use (Manual) including an approved Museum Facilities Use Contract.
- Recommend policy changes to the Director of Advancement to ensure a professional, efficient and profitable facilities use operation for development events. Work closely with the Facility Use team to make certain that all other museum policies and procedures are followed.
- Other duties as assigned.
The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to stand and walk; sit for long periods of time; use hands to finger, handle, or feel; reach with hands and arms; The employee must occasionally lift and/or move up to 35 lbs.
SPECIALIZED KNOWLEDGE, SKILLS AND QUALIFICATIONS:
- Bachelor’s degree required.
- Minimum of three years of experience with special event planning, customer service and working with the public.
- Ability to problem solve, identify problems and find solutions.
- Ability to complete direct assignments from Director of Advancement, Museum Director, and appropriate staff in a timely manner.
- Manage a wide variety of projects simultaneously.
- Excellent organizational skills.
- Attentiveness to detail.
- Experience working with committees and volunteers.
- Experience supervising volunteers.
- Excellent written and oral communication skills.
- Word processing, spreadsheet and database system experience (preference to Blackbaud, Raiser’s Edge).
- Demonstrated ability in soliciting donations and/or discounted services from the community.
- Flexible scheduling to include some weekends and evenings.
Supervise volunteer staff during events.
- Assist lead staff in preparing and updating the Events Department annual calendar and budget during the 4th quarter of each fiscal year for inclusion in the full Development Department annual plan and budget.
- Work closely with appropriate staff members to prepare individual work plans and budgets for each event.