Event Coordination Specialist

2 weeks ago

Buffalo, New York, United States Boys and Girls Clubs of the Northtowns Full time
Job Overview

This is a full-time role primarily scheduled from Monday to Friday, with occasional weekend hours necessary for special events.

PRIMARY FUNCTION:

The Special Events/Public Relations Coordinator plays a crucial role in leading initiatives to enhance public awareness of the organization's services, programs, and activities. This position collaborates closely with the Marketing and Communications Committee of the Board of Directors and the Chief Executive Officer to plan and execute special events that align with program or fundraising objectives. The Coordinator is responsible for evaluating outcomes and providing insights for future improvements.


KEY RESPONSIBILITIES:

Strategic Planning

  1. Assist in the development and execution of special events, partnering with staff and volunteers to coordinate efforts and streamline communication.
  2. Engage with vendors and sponsors to secure venues, catering, audio-visual services, event materials, and all necessary resources to ensure successful events.

Resource Development

  1. Support financial growth by:
  • Designing innovative events that encourage donations from targeted groups.
  • Identifying and securing corporate sponsors to cover event costs or provide gifts, cash, or in-kind contributions to reduce expenses.

Resource Management

  1. Oversee administrative and operational systems to:
  • Monitor expenses related to all special events.
  • Document all revenues generated by events.
  • Recognize contributions through acknowledgment letters.

Program and Service Management

  1. Ensure effective implementation and administration of programs, guaranteeing that all event logistics and support activities are executed as planned.
  2. Assess the success of special events based on metrics such as attendance, revenue generated, public relations impact, and enrollment in programs.

Marketing and Public Relations

  1. Enhance visibility of programs and services by informing media contacts and target audiences about upcoming special events. Prepare and distribute press releases, community bulletins, and newsletter articles regarding events and their outcomes.
  2. Perform additional related duties as assigned.

RELATIONSHIPS:

Internal: Maintain regular communication with management to exchange information, provide assistance, and offer guidance. Interact with financial and support staff, as well as volunteers and committees.

External: Engage with community and corporate leaders, media representatives, schools, parents, and local residents to promote participation in scheduled events and share information about organizational activities and needs.


SKILLS/KNOWLEDGE REQUIRED:

  • Bachelor’s degree from an accredited institution or equivalent experience.
  • A minimum of two years of experience in a similar non-profit organization, focusing on special events planning, marketing, project management, budgeting, and public relations.
  • Strong verbal and written communication skills.
  • Familiarity with basic bookkeeping principles to track financial transactions.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

Evaluate and describe any physical skills, abilities, or working conditions necessary to perform the essential duties of this position, as required by applicable regulations.

DISCLAIMER:

The information provided outlines the general nature and level of work expected for this classification. It is not intended to be a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees in this role.

Job Posted by ApplicantPro

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