Event Coordinator

This position will also work closely with programs to identify volunteer opportunities and ensure the ability to train and provide volunteers for those opportunities. You will rely on your experience, judgement, and organizational skills to plan and accomplish goals, and apply problem solving to a variety of tasks related to event planning and volunteer development. Essential Job Functions & Duties Event Coordination: • Coordinate and manage all logistical needs for events such as venue procurement, transportation for participants, catering, special needs requirements, etc. • On event day, take leadership in problem-solving, directing event set-up, communicating with staff, and organizing vendors, and overseeing take-down ensuring event is set up and/or cleaned up correctly • Provide logistical pre-event planning, on-site execution, and post event wrap-up to include briefings, surveys, and budget reconciliation • Determine the event criteria and compose a detailed event document with instructions for each event • Accurately determines vendor costs and stays within allocated budget • Work with Development Director to procure in-kind donations, prize packages and additional sponsorships • Develop and manage project timelines and action plans in collaboration with departments and ensure all deadlines are met • Review estimates and contracts for accuracy and organization standards • Ensure event sponsors’ contractual needs are fulfilled • Work with Vitality 5K team captains in helping them achieve their fundraising goals • Effectively self-manages tasks, paying special attention to time management and workload • Create and maintain volunteer database • Develop and manage fundraising committees for each event • Assist in site selection, contracting and negotiation process, research vendors, compare prices, prepare contracts and payment requisitions • Manage and update event websites • Coordinate event entertainment, including music, performers, and guest speakers • Collect invoices and ensure payment of vendors • Adhere to approved event budgets, monitor expenses and opportunities for savings, and maintain detailed records/receipts for financial accounting • Anticipate and plan for possible different scenarios - always having a backup • Provide support with event collateral creation - flyers, invites, etc., ensuring quality, design consistency, data integrity, and timeliness of deliverables • Proficiency in Microsoft office suite, including Word, Excel, and PowerPoint • Strong communication skills, and the ability to present event ideas and plans to team and vendors • Proficiency in Adobe products including Acrobat, InDesign, Photoshop a plus • Experience with CRM platforms a plus • Excellent written and verbal communication skills • Strong work ethic and overall professionalism • Effective and constant communication to teammates, as well as with key stakeholders • Strong time management skills, analytical and decision-making skills along with considerable tact and diplomacy • Confident in writing skills for promotional materials • Self-starter with ability to identify problems, and develop and implement solutions • Ability to manage multiple projects and, when necessary, respond rapidly to external events • Physical labor in event setup and teardown • Must be able to lift 50lbs • Some evenings and weekends required • Previous event planning experience preferred