The Greater Boston Food Bank (GBFB) is the largest hunger relief
organization in New England and among the largest food banks in the
country. GBFB’s mission is to end hunger here across eastern
Massachusetts, and our strategic objective is to provide at least
THREE MEALS A DAY to everyone in need in eastern Massachusetts.
GBFB is looking for an experienced, take charge professional to
join the Corporate and Community Engagement Team as an Events
Coordinator. Reporting to the Events Manager, the Events Coordinator
develops, coordinates, and executes flawless logistical action plans
for GBFB donor/constituent events to drive revenue for an annual
Events fundraising goal, and to support revenue generation in other
areas of the Revenue Team. Additionally, he/she coordinates in-kinds
solicitations, provides administrative support, maintains the event
database and is the liaison between GBFB and external third parties.
The ideal candidate can manage logistics in a busy fundraising
events environment, enjoys event management, provides outstanding
customer service, has superior organizational skills, maintains an
enthusiastic and professional attitude, and excels in building
relationships with internal and external constituents. The incumbent
must be able to anticipate project needs, discern work priorities,
meet deadlines, and work occasional evenings and weekends. The
Events Coordinator should have a passion for human services.
Update and maintain event contacts and mailing lists and
leverage events systems before, during and after events. (ie:
Salesforce, Greater Giving, Click and Pledge)
Initiate and maintain positive on-going
relationships/partnerships with vendors including catering,
photography and flowers. Should also be comfortable
requesting/comparing quotes from vendors.
Coordinate and manage all event invitation processes and RSVP lists.
Coordinate event program materials, all in-room revenue gifts,
and gift pledges.
Solicit, track, and manage in-kind donations for silent
auctions and raffles through e-mail, phone calls and personal
visits. Submit all in-kind donations to Salesforce.
Create and execute timetables and project plans
Recruit volunteers for events; organizing and coordinating
their event responsibilities and conducting volunteer trainings
prior to the event if needed.
Schedule and coordinate internal and external meetings
relating to events, take notes during planning & debrief
meetings, and follow up on meeting deliverables.
Calculate event ROI and compile all event related expenses.
Coordinate event logistics before, during, and after the
event. Assist in, managing event day vendor drop offs, set up,
break down, etc.
Ensure event information is current, accurate and communicated
with relevant internal and external constituents
Manage event permit processes (raffle, place of assembly, etc.)
Lead kick-off meetings with Marketing and Donor Communications
team to develop event project calendars.
Manage third party event solicitations by acting as main
contact and vetting third party event solicitations through:
fielding requests, gathering pertinent information about event
requests, presenting information, make a recommendation to Events
Manager, and inputting 3rd party event into Salesforce.
Maintain relationships with major 3rd party event partners
throughout the year.
Manage and be point of contact for internal events and event
related activity requiring assistance such as: check
presentations, Harvester’s Circle sorting nights, Board meetings,
committee meetings etc.
Assist Events Manager in strategic thinking on how to improve
on events (increase revenue).
Assist Events Manager in managing the budgets for the various events
Maintain inventory of items in events closet