Events Coordinator

    • Job Tracking ID: 512213-728146
    • Job Location: Boston, MA
    • Job Level: Mid Career (2+ years)
    • Level of Education: BA/BS
    • Job Type: Full-Time/Regular
    • Date Updated: March 16, 2020
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
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Job Description:

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.

Responsibilities:

  • 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

 

 

 

Experience and Skills:

Skills:

  • Exceptional organizational and administrative skills with strong attention to detail
  • Excellent Microsoft Office skills: Word, Excel, PowerPoint as well as data management/input skills
  • Experience with donor management systems (Salesforce experience is a plus)
  • Excellent communication skills, both verbal and written
  • Ability to manage and prioritize multiple and varied tasks while meeting tight deadlines
  • Ability to quickly adapt to last minute event changes/emergencies
  • Proven ability to work within an organization emphasizing teamwork and excellence
  • Sensitivity, tact, diplomacy, and the ability to honor confidential information

Qualifications:

  • Bachelor’s degree required
  • Minimum of 2 years in fundraising events experience required
  • Strong initiative and proactive attitude.
  • Genuine interest in the mission of GBFB and ability to communicate it.
  • Must have valid driver’s license

Work Environment/Physical Demands:

  • Lift or carry up to 25lbs
  • Ability to sit and or stand up to 3 hours at a time
  • Ability to work within an open air/cubicle environment