Summary: The Special Events Coordinator is responsible for the tactical execution of events in addition to fundraising for the events. The Special Events Coordinator is a member of the Inland Empire Ronald McDonald House (“IERMH”) Development Team responsible for developing and coordinating events to generate funds for the organization. The incumbent proposes special events appropriate to the organizations image and purpose; develops budget and oversees event logistics as well as solicits sponsorships, donations and participation. This individual reports to the Development Director, and also works with various Special Event Committees and other staff and volunteers to achieve all fundraising goals. Demonstrate the ability to work with other staff, volunteers, and House guests in a collaborative and compassionate manner adhering to the mission, vision and values of IERMH.
Essential Duties and Responsibilities include the following and other duties may be assigned.
- In conjunction with the Development Director establish a special events calendar, produce needed correspondence and communication pieces, and ensure the implementation of an effective donor recognition program.
- Provide regular reports to the Development Director, for various presentations, including contacts, actions, and status updates regarding progress of IERMH special events in achieving its fundraising objectives.
- Strategically plan, execute and evaluate special events, including but not limited to our Annual Walk for Kids, Golf Tournament, Gala, Wine Event and possibly other events.
- Solicit and secure corporate and other sponsorships for events.
- Responsibilities may vary, but may include, execution of logistics, budgets, timelines, collateral, donations, sponsorships, food and beverage, entertainment, volunteers, public relations, database management, and summary reports for all events.
- Initiate prompt acknowledgement sent to all event participants
- In collaboration with the Development Director, manage the financial growth of all fundraising events through realistic goal-setting and strategic planning.
- Work with the event chairs to identify, recruit, train and manage volunteers for a variety of positions to establish and sustain strong special events committees.
- Produce collateral pieces as needed for special events
- Plan, execute, oversee all logistical aspects of events to ensure that high production value and target revenue projection are met as well as expense goals.
- Maintain donor and in-kind record keeping for events; work with Office Coordinator to share all donor data.
- Produce weekly reports detailing expense and revenue status as well as updates on the status of each event.
- Special Events Coordinator must attend all signature events and signature event committee meetings and is responsible for all minutes and capturing all action items.
- Prepare Special Events budget and assist Development Director with the preparation of an overall annual budget.
- Assist as needed with community-sponsored events benefiting the IERMH and RMHCSC.
- Assist with the development and support of other volunteer opportunities within the organization.
- Administer ongoing correspondence with event donors.
- Assists with maintaining the donor and mailing databases utilizing software programs Raiser’s Edge, NXT and Excel.
- Assist Development Director with donor recognition and cultivation activities.
- Collaborate with RMHCSC staff on Special Events that benefit the Chapter.
- Participate in speaking engagements and outreach as needed.
Education and Work Experience
- A proven record of exceptional accomplishment in fundraising for a recognized not-for-profit institution. Bachelor's degree with 2-3 years of events experience, OR any appropriate combination of education and experience.
Knowledge and Skills
- General knowledge and demonstrated experience with office management; knowledge of the organizations and operations of administrative programs; ability to establish and maintain effective relationships with other management staff, employees, and the general public; ability to present facts and recommendations effectively in oral and written form.
- Highly motivated, self-starter able to solve problems.
- Strong written and oral presentation skills to communicate effectively with a wide variety of audiences.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Strong communication, presentation, and organizational skills.
- Special events and cause-related marketing experience a plus.
- Must be accurate and detail oriented, possess strong organizational and time management skills and the ability to prioritize competing priorities in a complex and fast paced environment. Ability to work under pressure with tight deadlines.
- Must be able to multi-task in a fast-paced environment, and be willing to work evenings/weekends as necessary.
- Ability to read and interpret general business periodicals and professional journals. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, board members, families and the general public.
- Strong knowledge of Excel; Ability to calculate figures and amounts. Ability to generate and critically analyze event budgets.
- Strong proficiency in Microsoft Office Operating Systems (Excel and Word). Experience in donor tracking software, such as Raisers Edge/NXT preferred. Experience with Adobe, Adobe Photo Shop and Canva is desirable.
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Certificates, Licenses, Registrations
- The physical demands 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 regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel; talk or hear. The employee is frequently required to sit. The employee must frequently lift and/or move up to 25 pounds.
- The work environment characteristics described here are representative of those an employee encounters while performing 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, must be available to work irregular hours, shifts, weekends, holidays. The noise level in the work environment is usually moderate.