Coordinator, Events

Primary responsibilities include planning and executing event logistics, staff volunteer recruitment and management, coordinating vendor orders, event revenue tracking and reporting, RSVP tracking, guest and participant support, and administrative tasks. The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. Planning and Logistics • Coordinate all aspects of events including strategy, pre-planning, invitations, marketing materials, registration, logistics, staffing, venue and vendors, program implementation, finance reconciliation, and post-event closeout • Manage RSVP tracking and reporting • Coordinate event logistics, support participant travel logistics, Covenant House International staffing, marketing materials, and venue and vendors in partnership with local Latin American sites for Camino a Casa events • Lead all aspects of event-day preparation and logistics coordination, such as ordering and organizing event materials, developing a staffing plan, and preparing a communications plan for all stakeholders • Serve as the point of contact for vendors, volunteers, and staff who have roles in the event • Coordinate the recruitment, management, and training of event staff / volunteers, as required for them to perform their role • Gain full knowledge of venue layouts, capabilities, as well as functional details, and provide input on optimal event planning to meet the event goals • Arrange venue setup and breakdown including all needs for seating, ticketing, staging, A/V, catering, deliveries, and storage • Coordinate, design, and execute invitation mailings • Design, distribute, and lead execution of at-event content including signage, speaking remarks, printed materials, program slides, and other relevant materials • Work with the web development team to build and maintain all phases of event websites • Co-create, communicate, and make adjustments to boost and refresh event elements and processes with key internal stakeholders to align with departmental goals • Determine, solicit and track in-kind contributions related to events • Oversee the application, implementation, compliance, and reporting processes for state raffle commission • Obtain required permits/COIs for event execution • Review and negotiate contract terms with vendors • Research, tour, evaluate and report on new event venues, virtual event platforms, and event planning best practices • Act as liaison across multiple departments including finance, development operations, donor communications, public relations, and corporate partnerships • Serve as a backup to the Events Managers as needed Administrative and Data Management • Conduct data entry into event management systems • Prepare event revenue reports and correspondence for internal and external use • Provide customer service support for event participants and supporters • Track event expense reports, coordinate contracts and payment schedules, process invoices and gift entry in conjunction with the development operations team • Conduct timely event close-out and reconciliation with assigned members of the finance and data teams • Ensure post-event feedback is collected from all parties involved in event • Maintain an efficient paper and electronic filing system of event-related materials, contact directories, and participant/RSVP databases • Maintain workflow, meeting minutes, event updates, and assignments to development team in task management software • Maintain and communicate an internal events calendar and conduct regular auditing with the development team to ensure accuracy • Maintain accurate event supply inventory and organization and coordinate orders as needed • Assist other members of the events and stewardship teams with administrative support as needed All employment decisions at CHI are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, belief, sex, sexual orientation, gender identity, national origin, veteran status, family or parental status, disability status, or any other status protected by the laws or regulations in the locations where we operate.