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Events Coordination Specialist

2 months ago

Lincoln, Massachusetts, United States Mass Audubon Full time
Position Overview

About Mass Audubon
Mass Audubon stands as the foremost nature conservation organization in New England, dedicated to preserving the environment and wildlife. Established in 1896, we are committed to addressing critical environmental issues such as biodiversity loss, unequal access to nature, and climate change. With the support of our extensive membership base, we engage in wildlife protection, land conservation, advocacy for environmental policies, and provide educational programs for all ages, fostering a connection with nature.

Role Summary
In anticipation of our upcoming initiatives, we are assembling a dedicated events team to enhance our outreach efforts. We are in search of a driven and skilled professional with a proven history of organizing impactful events that strengthen relationships with our supporters. The Events Coordination Specialist will be an integral part of our dynamic team, working alongside over 30 dedicated professionals focused on securing both annual and multi-year funding for our mission.

Reporting to the Director of Stewardship, the Events Coordination Specialist will oversee the planning and execution of significant regional fundraising events. Key attributes for success in this role include exceptional donor relations, strong communication skills, and effective project management capabilities. The ideal candidate will adeptly manage multiple projects while maintaining a positive attitude and resilience.

The primary focus area for events includes various regions, with potential travel throughout the state and occasional evening or weekend commitments.

Application Process
Interested candidates are encouraged to submit a resume and cover letter as part of their application.

Key Responsibilities

  • Plan and execute successful events: develop comprehensive timelines, manage logistics including guest lists and project schedules (covering venues, catering, photography, transportation, etc.), and follow up with attendees post-event.
  • Engage with and manage vendors (such as caterers, printers, audio/visual services, florists, photographers, etc.) through hiring and negotiation processes.
  • Establish and maintain precise budgets, oversee vendor contracts, and ensure timely payments.
  • Utilize CRM systems to generate lists, track data, and maintain event attendee information.
  • Collaborate with marketing and communications teams to design and produce event materials (including invitations, programs, and digital content) and create professional event websites and registration pages.
  • Prepare and distribute event briefings, attendance reports, production schedules, and other relevant documentation to stakeholders.
  • Communicate event details to guests via phone and email, serving as the primary point of contact.
  • Organize event materials such as registration lists, name tags, seating arrangements, and other collateral to facilitate guest attendance.
  • Provide on-site support during events, managing registration, guest services, vendor coordination, and event breakdown.
  • Deliver outstanding customer service and hospitality to all event participants.
  • Assist with special projects as assigned.

Qualifications
At Mass Audubon, we prioritize finding the most suitable candidate for the role. We encourage individuals from diverse backgrounds to apply, even if they do not meet every qualification listed. Ideal candidates will possess:

  • A Bachelor’s degree.
  • At least three years of experience in planning both in-person and virtual events.
  • Proficiency in technology, including Microsoft Suite and CRM systems, with the ability to manage and analyze data effectively.
  • Exceptional guest relations skills, maintaining confidentiality and composure under pressure.
  • Strong self-direction and the ability to thrive in a fast-paced environment with competing priorities.
  • Meticulous attention to detail and excellent organizational and communication skills.
  • A passion for nature and conservation, with experience in the non-profit sector being advantageous.

Compensation and Benefits
The pay range for this position is competitive, reflecting the candidate's experience and qualifications. Eligible staff may enroll in medical, dental, and vision plans, along with disability and life insurance, a retirement plan, and Flexible Spending Account options. Employees also benefit from access to an Employee Assistance Program (EAP) and enjoy 13 paid holidays annually.

Work Schedule
This is a full-time role, with potential for flexible hours and work locations to be discussed.

Commitment to Diversity, Equity, Inclusion, & Justice
Mass Audubon is dedicated to fostering a diverse and inclusive workplace. We strive to build a team that reflects a variety of backgrounds and perspectives, recognizing that diversity enhances our effectiveness. We encourage individuals from all backgrounds to apply.

Equal Employment Opportunity Statement
Mass Audubon is an equal opportunity employer, committed to creating an inclusive environment for all employees and applicants. We prohibit discrimination and harassment of any kind, ensuring that all employment decisions are made without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by law.