Special Events Coordinator

2 weeks ago

Buffalo, United States Hospice Buffalo Full time
Job DescriptionJob Description

What's in it for you? Hospice offers a Robust Total Rewards Package

  • Employer 401k contribution regardless of employee participation, and match on employee contributions there after
  • Health Insurance with vision component copayment plan, or high deductible plan (FT status)
  • HSA with high deductible health plan twice annual Employer contribution (FT status)
  • Dental Insurance (FT status)
  • Flexible Spending Account (FT status)
  • Paid Time Off PTO & NYS Sick Leave
  • Tuition Assistance Program
  • And Much More

8am-4pm Monday-Friday. May be called upon to work beyond the normal work day.

A Special Events Coordinator is responsible for assisting the Special Events Manager on all Hospice Foundation special events, promotions, internal fundraising, and ceremonies. Responsible for working with the Marketing Department on all event related materials and content.

Essential Duties and Responsibilities for a Special Events Coordinator:

  • Play vital planning role for four major events: Bouquet Sale, Walk, Harvest Fest, Light-A-Life.
  • Follows plans of work for logistics of each event and continue to update and keep on track of progress.
  • Assists with managing on-site production and logistics of all major events.
  • Assists with event committee management - soliciting new members, attend meetings, take notes.
  • Oversees planning and implementation of event software as needed. (One Cause online auction and website creation, Team Raiser etc.)
  • Oversees/coordinates all auction logistics - including solicitations, follow-up, & logging in database.
  • Take lead in planning supplementary events including but not limited to seasonal Essential Care events, Angel Fund events and campaigns, and Brick & Memory Garden Ceremonies etc.
  • Manage day to day processes of Hospice Helpers program.
  • Sustain Hospice Helpers program through stewardship of donors and events, including retention and recognition of all third-party events.
  • Plan annual holiday promotions: buffalo & ornament sale.
  • Creates and/or updates all print and promotional materials.
  • Serves as main liaison with vendors & printers, requests quotes, and submits necessary paperwork.
  • Work with Volunteer Coordinator to prepare volunteer requests and confirmations.
  • Assist in volunteer oversight during event or on-site workdays.

Work in collaboration with the Special Events Manager and the Marketing team on the following:

  • Create special event social media and email promotion schedule.
  • Create special event social media and email content in conjunction with digital marketing staff member(s).
  • Work closely with marketing department on all digital and print deadlines.
  • Creates and/or updates all print and promotional materials.
  • Assist with coordinating/documenting post event marketing campaign results

Qualifications for a Special Events Coordinator:

  • Education/Certification
  • Associates degree required; Bachelor's degree preferred
  • Experience
  • Minimum three (3) to four (4) years' experience in event planning or fundraising
  • Non-profit experience preferred

Skills/Abilities:

  • Possess critical thinking skills, proficiency in organizing resources and establishing priorities and strong interpersonal and communication skills.
  • Ability to plan and meet both short- and long-term goals.
  • Working knowledge of Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook.
  • Preferred graphic design skills include but not limited to - InDesign, Illustrator, Photoshop, and Canva.
  • Excellent oral and written communication skills.
  • Excellent analytical and decision-making skills.
  • The ability and eagerness to promote a team environment by working in a cooperative and collegial manner with others to accomplish organizational goals and objectives.
  • Must be able to handle diverse work problems daily with the ability to resolve problems and handle conflict as part of a team.


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