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Development Events Coordinator
4 months ago
Development Events Coordinator
**Summary**
The Development Events Coordinator is responsible for the planning, organization, and execution of all major fundraising events at The Beacon House Association of San Pedro (hereafter “BHASP” or “the organization”). This role is critical to the continued success of the organization’s fundraising efforts and overall development strategy. Primary responsibilities shall be orchestrating major events such as the Heart of Recovery Gala and the Annual Beacon House Golf Tournament. This position will ensure these events not only meet fundraising goals but also enhance the organization’s visibility, reach, and donor engagement. The Development Events Coordinator will also support the Development Department’s donor stewardship efforts by planning and organizing other activities such as tours, lunches, and Monthly Bistros. As an entry level position, the Development Events Coordinator will also manage key administrative tasks that support the overall operations of the Development Department. Such administrative tasks include gift processing, manual gift entry, tax receipting, and oversight of direct mail appeals.
**Job Duties and Responsibilities**
Event Planning and Management
- Collaborate with the Executive Director (“ED”) and Chief Compliance Officer (“CCO”) to plan, coordinate, and execute annual fundraising events, including the Heart of Recovery Gala and Annual Beacon House Golf Tournament.
- Assist the CCO and Development Department with management of event logistics including venue selection, vendor coordination, organization of silent/live auctions & opportunities to give, and event marketing.
- Assisting the CCO in creation of event budgets that allocate the organization’s resources efficiently and establish meaningful fundraising goals.
- Work collaboratively with the ED and CCO to identify donors and volunteers to serve on fundraising event committees.
- Coordinate and oversee event committee meetings, under guidance and direction of CCO.
- Create and manage event checklists and deadlines.
- Obtain necessary permits and licenses, ensuring compliance with all regulatory, legal, safety, and insurance requirements. Filing “Intent to Solicit” and “Report of Results of Activity” with the City of Los Angeles for all fundraising events and direct mail appeals.
- Working with the Development Department to develop event themes consistent with the organization’s mission and messaging.
- In partnership with the CCO and the Development Department, solicit and secure sponsorships for all special events ensuring revenue goals are achieved.
- Oversee the recruitment and training of Beacon House resident volunteers for each specific event. Produce and implement volunteer job descriptions, assignments, and schedules as needed.
- Assist Development Team with vendor relations prior to and during set-up, check-in, operations, and clean-up for all events. Development Events Coordinator will often act as “point of contact” for event vendors.
- Oversee procurement of live and silent auction prizes, including solicitation, management, tracking, reporting, and acknowledgment of vendors/donors.
- Maintain an accurate, detailed list of pre-event registrants and post-event attendees, which may include guest preferences for seating, ticket/table sales, meal preferences, and other event-related needs.
- Create and distribute internal event briefs with lists of attendees, key program info and timelines to ensure team alignment.
- Working with Development Department to develop run-of-show and event timeline, select and prepare speakers.
- Help CCO manage event budgets by providing insights into expenditures, progress against fundraising goals. Prepare for wrap up meetings by conducting post-event reconciliation, reports, and correspondence.
- Overseeing acknowledgement process for all donors that contributed to fundraising events: issuing event statements, invoicing for outstanding pledges, thank you letters, and acknowledgements.
- Planning, organizing, and executing Beacon House Monthly Bistro events as directed by the CCO and Donor Relations Coordinator (“DRC”). Tasks may include: attendee registration, table assignments, ordering centerpieces, check-in process, developing run of show, selecting and preparing event speakers, etc.
Donor Stewardship
- Working with CCO and the Development Department to identify key opportunities for donor stewardship and capitalizing on them.
- Preparing post-event attendees lists, identifying key opportunities for stewardship, and presenting them to the Development Department.
- Helping the Development Department plan and execute donor appreciation events as needed and providing support for occasional opportunistic special events (e.g., check presentations, site visits by philanthropic foundations, luncheons, or hosted BOD meetings, etc.).
- Scheduling lunches, tours, and meetings with individual donors or founda
