DEVELOPMENT AND EVENTS COORDINATOR
Phoenix House Foundation, Inc. - New York, NY

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ORGANIZATIONAL DESCRIPTION

Founded in 1967, Phoenix House is one of the nation's largest non-profit organizations devoted to the treatment and prevention of substance abuse and is recognized as an innovative leader in the field. Nationwide Phoenix House treats nearly 6,000 adults and adolescents each day at more than 120 programs in 11 states. The organization is committed to empowering its clients with the skills and self-confidence required to lead independent, productive and rewarding lives.

The organization's headquarters and largest regional operation are in New York City; regional facilities and programs are currently offered throughout New England, Mid-Atlantic, California, Texas and Florida. Please visit www.phoenixhouse.org for more information.

Position Summary

The Development and Events Coordinator will manage and support one to two major fundraising and cultivation events per year. Working collaboratively and under the leadership of the Director of Development, he or she will serve as the key point person for these events, including performing research to maximize fundraising opportunities, creating invitations, maintaining all event lists, drafting/writing post-event gift acknowledgements, and delivering post event reports.

The Development and Events Coordinator also provides overall support for the Development Department of the Phoenix House Foundation. He or she assists in maintaining a superior working relationship with Board members, their assistants, as well as various major donors' who give to PH on an ongoing basis. He or she performs various critical administrative tasks for the Development Department, and serves as the primary point person to other departments in the Phoenix House. The administrative work comprises no more than 10% of the work.

The Development and Events Coordinator is a key member of a small development office, based in New York City.

Key Responsibilities

Special Events

Manage and execute Phoenix House's major fundraising events throughout the year, including the $1 million Fashion Award Dinner and Hampton's Summer Party, as well as any additional cultivation events that arise.

Work with senior management and other team members (including consultants when utilized) to develop and implement appropriate, compelling events.

Assist with researching event honorees, leadership and corporate partners.

Create and maintain event timelines and schedules.

Create and maintain event budgets.

Identify and manage invitation lists for events. Develop and produce with the assistance of the database manager database queries and mail merges, assist with list clean-up, and prep for timely solicitations, invoices and acknowledgements.

Communicate event details to attendees, collect RSVPs and confirm guests.

Identify and recommend vendors involved with production of events. Negotiate contracts and manage vendor relationships and deliverables.

Coordinate print materials and mailings, including drafting letters, proofing invitations, and collecting information for programs.

Coordinate production of collateral materials, including gift bags, and signage.

Oversee the creation of various presentations (i.e., PowerPoint) as necessary.

Coordinate the day-of event program including helping to arrange for and manage speakers, VIPs and entertainment, and drafting minute-by-minute timeline.

Manage venue logistics including room layout, seating, decorations, AV, catering and photography.

Direct all pre-event and on-site logistics, as well as supervising staff and volunteers on-site.

Manage event follow-up activities and reporting, including bill reconciliation.

Maintain organized and up-to-date donor files.

Development support

Serve as primary point person of Development Department for all initial communication with donors, Board members, and Phoenix House leadership, on the phone and in writing.

Maintain Board contact information, bios, and photos, and work collaboratively with other departments to maintain an updated Board directory. Assist in preparation for board meetings.

Serve as primary liaison between Development Department and other key departments within Phoenix House, including Human Resources, Legal, Finance, etc.

Process mail and gifts on a daily basis.

Manage supply orders and expense reports for Development Department.

Promote and help maintain organization and professionalism within the Development office.

Provide Director of Development with administrative support (less than 5% of time).

When time permits, support other fundraising initiatives including the annual fund, major donor and Board cultivation, and researching, drafting and assembling grant proposals/reports as assigned.

Qualifications

BA degree required

Three years of experience planning and managing high-profile fundraising events.

Administrative experience, preferably in a development department.

Knowledge of New York fashion, media and retail community preferred.

Excellent written and oral communication skills required.

High attention to detail.

Ability to manage and prioritize multiple projects at once in a fast-paced work environment.

Computer proficiency with Microsoft Office, data management systems, and Internet required. Knowledge of Raiser's Edge preferred.

Must be highly organized, detail oriented, collaborative, self-motivated, articulate, passionate, energized, and hard working.

We offer a salary and excellent benefits including vacation, personal time, sick time, paid holidays, medical and RX, dental, vision, life, disability, pet insurance, legal insurance, transportation expense plan, 403 retirement, flexible spending accounts, tuition reimbursement, service awards and more.

Phoenix House Foundation is an Equal Employment Organization.

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