Special Events Coordinator

1 month ago

New York, United States amfAR, The Foundation for AIDS Research Full time

amfAR, The Foundation for AIDS Research, is seeking a Special Events Coordinator.

amfAR is dedicated to ending the global AIDS epidemic through innovative research. With the freedom and flexibility to respond quickly to emerging areas of scientific promise, amfAR plays a catalytic role in accelerating the pace of HIV/AIDS research and achieving real breakthroughs. amfAR funded research has increased our understanding of HIV and has helped lay the groundwork for major advances in the study and treatment of HIV/AIDS. Since 1985, amfAR has invested close to $635 million in its programs and has awarded grants to more than 3,800 research teams worldwide.

PRIMARY FUNCTIONS:

Provides administrative and clerical support to the Director of Special Events; Coordinates administrative operations for Special Events department, establishing consistent procedures and reporting formats; Maintains a comprehensive department schedule, establishing deadlines and milestones for events; Coordinates event calendars, both internally and on external event

websites; Coordinates Special Events department’s print schedules, both internally and as a liaison with creative, communications, and website staff; With General Counsel, oversees contract review process; Liaises with Accounting and Finance departments; Assists in planning and implementing new and ongoing Special Event fundraising programs and activities;Provides support to the Manager of Business Partnerships.   

DUTIES and RESPONSIBILITIES:

Develops procedures, processes, and reporting methods that promote efficiency and productivity and trains department staff in these systems; Assists Director in establishing efficient overall operations.

Creates and maintains a department master schedule for all events, establishing deadlines and milestones to prevent last minute difficulties; With the Director, ensures compliance with schedules from Special Events department staff and related departments; Distributes event calendar to related departments; Ensures all events are posted in respective calendars.

Coordinates the timely preparation, clearance, and production of all printed event materials; Serves as liaison with other departments, ensuring all required development reviews occur and proper sign-offs are secured.

Manages Special Events department’s presence on amfAR website, including providing text and securing proper authorizations.

Coordinates and maintains effective communication channels with Special Events managers to ensure all pertinent information is exchanged promptly.

Coordinates event production schedules, providing technical assistance at events as needed; Coordinates event logistics, including possible negotiation with vendors and volunteer management; Supports donor ticketing, seating, same-day registration, etc.

Coordinates Special Events department’s needs with the Facilities and Services department, including archiving, storage, inventory, shipping and mailing, and logistical needs.

Provides administrative and clerical support to the Director, including drafting department correspondence, making travel arrangements, processing check requests, making photocopies, and distributing faxes and mail.

Assists with provision of department information to Accounting in formats required; Distributes

payroll to department; Provides reports to related departments as needed.

Assists the Event Director with updating and assembling materials for the sponsorship website; Provides desktop publishing support; Conducts supplemental prospect research for potential sponsors; Coordinates distribution of sponsorship materials; Provides administrative support including proofreading and filing and assists with the contract process.

Assists in the preparation and execution of endorsed events.

Oversees timely contract review process.

Performs other department duties as assigned.

QUALIFICATIONS:

Four-year college degree required. Working knowledge of fundraising principles and practices required. One to two years of experience in special events preferred. Excellent verbal, written, organizational, and interpersonal communication skills required. Must have good computer skills with knowledge of business applications and donor database systems. Must be proficient in Word and Excel. Able to travel and maintain extended work hours. Physically capable of carrying up to 25 lbs. of equipment or materials and standing for prolonged periods during events.

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