Special Events Coordinator
Big Brothers Big Sisters of Metropolitan Chicago - Chicago, IL

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Supervised By: Manager of Special Events
FLSA Classification: Exempt

Summary: Special Events Coordinator will support overall Agency and fund development growth goals. The Special Events Coordinator will assist the Manager of Special Events in planning, executing and evaluating all agency events.

In partnership with the Manager of Special Events, plan, execute, attend, evaluate and coordinate post-event tasks, as appropriate, for all agency events including: Bowl for Kids’ Sake, annual golf outing, holiday party, annual picnic, leadership board events, etc.

Planning to include:
  • Development of and track fundraising event budget, target audience, event messaging/media, required staffing, and other logistical needs
  • Identify, recruit, cultivate and nurture corporate sponsors, committee members and volunteers
  • Seek underwriting, in-kind donations and auction items for all agency events/efforts as required
Execution to include, but not limited to:
  • Securing volunteer hosts or venue as needed, working with on-site contact (volunteer or staff)
  • Create and track event timelines and budgets
  • Creating, seeking approval, producing and sending (in a timely fashion) invitations/notices for all events, tracking responses
  • Creating event timeline and/or agendas
  • Coordinating all event logistics including food and drink, ancillary materials, creating seating assignments, etc…
  • Working with leadership, Board Members and partners to create message to be delivered and briefing materials on attendees
  • Greeting attendees, answering questions, actively participating in event as needed
Post-Event Tasks to include, but not limited to:
  • Creating “thank you” letters for appropriate representative to host, venue, etc…
  • Handle all billing and cost-analysis
  • Providing development staff with suggested follow-up steps with attendees, as needed
  • Understanding of IRS tax implications for each event
  • Coordinating feedback sessions with agency staff and other stakeholders in order to provide for event enhancement
  • Track and evaluate results of recruitment and special event efforts. This includes creating and tracking event ROI from start to finish.
Communicate updates on status of all projects and initiatives to manager regularly.

The role will be 50% planning and executing events, 20% researching and qualifying potential new event leads, 15% post event tasks and 15% administrative work in office.

Help to establish processes and procedures for agency employees and volunteers that work at special events.

Prospect and generate new leads for, potential new events with a focus on Bowl For Kids’ Sake efforts.

Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless events.

Ability to work cross functionally with the entire agency.

To help the Fund Development team create a “culture of philanthropy” within the agency.

Develop skills to become an expert user in Raisers’ Edge, Kintera and other agency e-commerce tools.

Participate in Agency events as needed.

Other duties as assigned.

Mandatory Job Qualifications
  • Bachelor’s Degree in Events Management, Hospitality, Marketing or related field
  • 2 to 4 years of Event Management experience required; diverse portfolio of event types preferred
  • Experience in partnership development and/or sales are a plus
  • Belief in agency mission
  • Ability to develop professional relationships in all aspects of the position that result in stable, consistent, reliable and courteous communication when dealing with all agency staff and constituency
  • Ability to problem solve and work independently in a changing and multi-tasking environment with numerous deadlines and deliverables
  • Excellent organizational, planning and project management skills
  • Proven ability to take direction and input and to develop effective and engaging branded events that will achieve the organization’s goals
  • Ability to influence and coordinate the efforts of other team members in support of agency events
  • Strong and articulate communicator and public speaker
  • Comfortable in leading and facilitating meetings
  • Strong sense of urgency and solid business acumen
  • Demonstrated ability for accuracy and thoroughness
  • Must have reliable transportation and be willing and able to travel throughout the BBBSMC service area
  • Must be willing and able to work with diverse populations
  • Must be available to attend events in the early morning, evening and weekends
  • Proven knowledge of computers and software (specifically MS Office – with demonstrated skills in PowerPoint, Excel, Word, Publisher; Raiser’s Edge, Kintera and/or other database software packages)
  • Must be able to safely lift at minimum 40 lbs.