Events Coordinator

  • Title: Events Coordinator
  • Class: Academic Professional
  • FLSA: Exempt
  • Grade: Level 4

Job Summary

Working under the direction of the Director, the Events Coordinator plans and implements a year-round calendar of special events for the PCC Foundation. The position collaborates with Foundation and Advancement staff to create the theme and brand of each event as well as define the purpose, and outcomes for gatherings as well as program effectiveness. The Events Coordinator handles all aspects of event planning from event production, coordinating communications, overseeing logistical details, and creating and monitoring event budgets. Key fundraising events will call upon the Events Coordinator to work closely with the Development Team in securing event sponsorships and other solicitations as needed to ensure event success.

Typical Duties and Responsibilities

  1. Plans and implements from start to finish PCC Foundation special events scheduled throughout the year. Events vary in size, constituency group, and venues, but all focus on engaging supporters and donors of PCC to grow and sustain philanthropic support.
  2. Oversees and directs logistics of event planning, implementation and follow-up. This includes all aspects of event coordination: invitations and marketing collateral materials, web content and updates, guest list production, communications, tracking RSVPs, registration and seating charts, vendor contracts and relations, soliciting event sponsors, event set-up and breakdown, guest and donor stewardship such as writing thank you letters, among other duties.
  3. Determines ROI for individual events and conducts year-to-year and event-to-event comparative analyses to determine the effectiveness of Foundation events.
  4. In collaboration with the Foundation team, develops and solicits event sponsorships/gift proposals to ensure Foundation fundraising events meet or exceed fundraising objectives.
  5. Trains and oversees the work of casual or student employees and volunteers and serves as the lead staff for on-site at events.
  6. Leads special events committees. Collaborates with Foundation Development Officers and staff in identifying potential committee members; recruits committee chairs and members as appropriate; and advises and plans committee work (e.g. meeting notices, agendas etc.).
  7. Creates and monitors special events budgets and timelines.
  8. Collaborates with Foundation and Advancement staff in creating event programs, coordinating speakers, talking points, and running of show. This includes ensuring effective sponsor and donor recognition, as well as impactful special award presentations at events.
  9. Utilizes database to input donor contacts for tracking of event activities, such as sponsorships, donations, and event attendance.
  10. Assists with conducting preliminary research on prospective corporate, organization, foundation, and individual donors for engagement with the college via special events.
  11. Assures confidentiality of all data, including sensitive information related to event guests, sponsors/donors, students, volunteers and staff.
  12. Provides administrative support to Foundation Board or its committees as assigned.
  13. Performs other related duties as assigned.

Minimum Qualifications

Bachelor’s degree in Communications, Business Administration, Public Administration, Project Management, Hospitality, or related field. Relevant experience may substitute for the college level course work. Three years of direct special events experience.

Knowledge, Skills, and Abilities

Knowledge of:
  • Role of significance of special events within College Advancement;
  • Association of Fundraising Professionals code of ethical conduct;
  • Volunteer management techniques;
  • Project management best practices;
  • Event management best practices.
Skills in:
  • Verbal and written communication;
  • Organization and attention to detail;
  • Preparing and administering budgets;
  • Word processing, excel, and event and donor databases.
Ability to:
  • Be a creative thinker as well as a practical implementer;
  • Work collaboratively with colleagues, volunteers, vendors, and donors;
  • Maintain and display enthusiasm for special events among constituents;
  • Display strong interpersonal skills for building lasting donor relationships;
  • Work with an ethnically and culturally diverse population;
  • Work independently and as part of Foundation Team to set priorities and manage; multiple projects simultaneously with competing deadlines.

Reviewed: 12/2018

  • New: 12/2014
  • Revised: 6/2018