Job Event Coordinator USA - eglobejobs

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Wednesday, 3 April 2019

Job Event Coordinator USA

Event Coordinator

Organization :

Covenant House



Reports to: Director of Events

Primary Function of Position:
The Coordinator will be responsible for managing New York area fundraising events led by Covenant House International, both traditional and Peer-to-Peer. Primary responsibilities include planning and executing event logistics, data management in support of events, managing vendor relationships, strategic input, guest and participant support and administrative tasks associated with fundraising events.

Job Duties:
Duties and responsibilities include, but are not limited to:
Event Logistics
  • Oversee and conduct all aspects of events including pre-planning, invitations, marketing materials, RSVPs, registration, logistics and staffing, venue coordination, program implementation, finance reconciliation, and post-event closeout 
  • Lead all aspects of event-day preparation and logistics coordination
  • Act as the main point of contact for vendors, volunteers, and staff who have roles in the event
  • Determine the level of staff/volunteer needs, and recruit and train as required to perform role at event
  • Gain full knowledge of venue layouts, capabilities, as well as functional details
  • Arrange venue setup and breakdown including all needs for seating, staging, A/V, catering, and storage
  • Coordinate, design, execute, and manage mailings, both electronic and printed, for all fundraising events
  • Design, distribute, and lead execution of at-event content including signage, speaking notes, and other materials in conjunction with internal stakeholders
  • Work with the Web Development team to build and maintain event websites
  • Facilitate involvement and deepen relationships of third parties (i.e. committees) on all events and specific Peer to Peer initiatives (including Sleep Out recruitment events)
  • Evaluate events with key internal and external stakeholders, and make adjustments to boost and refresh events as appropriate to department goals
  • Determine, solicit and track appropriate in-kind contributions for events
  • Oversee the application, implementation and reporting processes for state raffle commission as it relates to events
  • Obtain required permits/COIs for event execution
  • Review and negotiate contract terms with vendors
  • Research and tour new event venues in New York City
  • Act as a liaison across multiple departments including Finance, Operations, Direct Services, Donor Communications, Public Relations, etc.
  • Serve as a backup to the Director of Events as needed
Administrative and Data Management
  • Conduct data entry into event management systems
  • Prepare revenue reports and correspondence for both internal and external use
  • Provide customer service support for donors as it relates to events
  • Track event expense reports, process invoices, and gift entry for events in conjunction with Development administration
  • Conduct timely event close-out and reconciliation with an assigned member of Finance team
  • Ensure feedback is collected from all parties involved in events, including volunteers, staff, vendors, participants/guests through written reports, testimonials and verbal comments
  • Maintain an efficient system of paper and electronic filing of event-related materials, contact directories and participant/RSVP databases
  • Maintain and distribute an internal special events calendar and conduct regular communications with the relationship development team to ensure its accuracy
  • Maintain current inventory and organization of event supplies and manage orders as needed
  • Support Director of Events including meeting minutes and administrative support
Other Responsibilities
  • Consistently work to improve the manner in which projects are managed and coordinated within the organization
  • Complete projects in a timely manner utilizing pre-defined timelines agreed upon by the project team in order to secure the project’s applicability and final implementation
  • Transport event related supplies to event venues
  • Work on special Development projects and administrative tasks as needed and assigned by the Department’s leadership
  • Must be dedicated to the mission of Covenant House
  • Bachelor’s Degree and at least two (2) years of management level administrative support, supporting multiple large events in a professional environment
  • Strong experience with planning Special Events is required; experience managing volunteers is highly preferred
  • Must be able to manage time and work efficiently and independently
  • Must be detailed-oriented with a desire to exceed expectations
  • Must be able to multitask and possess excellent organization skills, as demonstrated by maintaining an organized event supply closet and office space
  • Must be able to excel in fast-paced, time-sensitive, and high-stress environments
  • Must possess excellent problem solving and strategic thinking abilities
  • Must be flexible as it relates to decision making, problem-solving, and time management
  • Must have the ability to compose event content in a professional, clear, and visually appealing manner
  • Must have excellent verbal and written communication skills, including the ability to present in front of groups and interact on a customer service level with event guests and participants
  • Must be able to interact effectively with senior management, donors and board members, and maintain utmost discretion and confidentiality
  • Must possess excellent follow-up abilities with vendors, volunteers, and colleagues
  • Must convey a positive and professional image at all times, especially on event day
  • Must be able to work evenings and weekends as needed for events and meetings
  • Must have a clean driving record and be willing to drive a large van in the New York City area, as needed to transport event supplies
  • Must have the ability to lift and move 20-30 lbs of event supplies
  • Must be computer literate and proficient in Gmail, Google Docs, Microsoft Word, Excel, and PowerPoint
  • Knowledge in Greater Giving, DonorDrive, and design software (Canva and Adobe Creative Suite) is highly preferred
  • The position is based in New York, with possible travel to other Covenant House sites
To apply for this position, candidates should e-mail a cover letter and current resume with salary requirements to with “Event Coordinator” as the subject line.

Covenant House is an Equal Opportunity Employer.

 Good Luck!

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