Special Events

1 month ago

Buffalo, United States Boys and Girls Clubs of the Northtowns Full time
Job DescriptionJob Description

This is a full-time position working primarily Monday to Friday. Weekend hours may sometimes be required for special events, etc.

PRIMARY FUNCTION:

The Special Events/Public Relations Coordinator is responsible for providing leadership and direction in identifying and creating opportunities to build public awareness of Club services, programs and activities. The Coordinator works closely with the Board of Directors' Marketing and Communications Committee and the Chief Executive Officer to plan and coordinate special events that meet program or fundraising goals. Evaluates and reports results, with recommendations for modifying events to improve success.


KEY ROLES (Essential Job Responsibilities):

Strategic Planning

  1. Contribute to the planning and implementation of special events, working with Club staff and volunteers to coordinate activities and facilitate communications.
  2. Negotiate with vendors and sponsors to obtain space, refreshments/catering, audio-visual needs, event journals and all related materials and resources that ensure event success.

Resource Development

  1. Contribute to attaining financial support:
  • Plan creative events that facilitate solicitation of donations from target audiences
  • Identify and recruit corporate sponsors to underwrite event expenses or to donate gifts, cash or in-kind services to minimize expenses.

Resource Management

  1. Manage administrative and operational systems to:
  • track expenses involved in implementing all special events.
  • record all direct and indirect revenues realized by events.
  • recognize contributions with acknowledgment letters.

Program and Service Management

  1. Ensure effective program implementation and administration, making sure all event and related logistics and support activities are carried out as scheduled.
  2. Evaluate success of special events, as determined by appropriate measures such as attendance, revenues generated, public relations activity, enrollment in Club programs, etc.

Marketing and Public Relations

  1. Increase visibility of Club programs, services and activities by informing all media contacts and target audiences of scheduled special events. Prepare and distribute press releases, community bulletins and newsletter articles regarding events and outcomes.
  2. Performs other related duties and responsibilities as required or as assigned.

RELATIONSHIPS:

Internal: Maintain close, daily contact with Club management to exchange information, seek and give assistance, consultation and direction. Maintains contact with financial staff and support staff. Maintains verbal and written contact with volunteers and volunteer committees.

External: Maintain contact with community and corporate leaders, media contacts, schools, parents and local residents to encourage participation in scheduled special events and provide information regarding club activities and needs.


SKILLS/KNOWLEDGE REQUIRED:

  • Bachelor's degree from an accredited college or university, or equivalent experience.
  • A minimum of two years' work experience in a Boys or Girls Club or similar not-for-profit organization with an emphasis on special events planning and implementation, marketing, project management, budgeting, community and public relations.
  • Excellent verbal and written communication skills.
  • Knowledge of general bookkeeping principles to track expenses and revenues.
PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

Please evaluate and describe any physical skills, abilities or working conditions that are required to perform the essential duties of this position, as required by the Americans with Disabilities Act.

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.



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