Event Coordinator

Smith Harvey Associates; Easton Center (MA); On-site; USD 55,000 - 75,000; Full time

Job summary

Smith Harvey Associates seeks an experienced Development Events Coordinator in Massachusetts to lead fundraising events from concept to reporting. You will plan, coordinate, and oversee on-site production while engaging volunteers, donors, and guests to advance our mission.

You will manage budgets, marketing, vendor relationships, and post-event analysis, ensuring timely communication with Development Boards and committees. Proficiency with MS Office and fundraising software is preferred.

Qualifications

• Experience coordinating nonprofit fundraising events.
• Excellent interpersonal and written communication.
• Ability to multitask and meet deadlines.

Responsibilities

• Manage planning and logistics for all external fundraising events.
• Manage on-site event production and post-event reporting.
• Create and manage project plans, timelines, budgets, and promotional materials.
• Lead print and digital event marketing efforts to ensure strong participation.
• Design and lead production of event materials and collaborate with a designer.
• Recruit, manage, and train event volunteers and coordinate boards.
• Negotiate vendor contracts and monitor deposit and cancellation policies.
• Audit final vendor invoices and track event revenue and expenses.
• Work with Development staff to construct annual event budgets.
• Utilize fundraising software to create and manage event registrations and pages.
• Coordinate A/V requirements as needed for events.
• Provide post-event donor follow-up, reminders, and final reporting.

Skills

Event planning

Budget management

Vendor management

Communication skills

Donor relations

Social media

Microsoft Office

Tools

Fundraising software

Event management software

Microsoft Excel

Job description

Provide strong, effective leadership of internal and external events.

Provide key administrative support to our Development team to help achieve organizational fundraising goals.

Help accomplish our mission and build community by serving as a welcoming presence to volunteers, donors, and guests.

RESPONSIBILITIES:

• Manage planning and logistics for all external fundraising events
• Manage on-site event production and post-event reporting
• Create and manage project plans, timelines, budgets, and promotional materials for all events
• Lead print and digital event marketing efforts to ensure strong participation including social media integration
• Design and lead the production of event materials such as save-the-date cards, invitations, event websites, programs, signs, and sponsor recognition. Collaborate with graphic designer throughout this process as needed.
• Participate in evening development board and event committee meetings on a monthly basis
• Manage relationships with event vendors and venue staff
• Negotiate vendor contracts and monitor deposit, cancellation and attrition policies as stated in contracts
• Audit final vendor invoices for accuracy
• Track event revenue, expenses, and budgeted forecasts
• Work with the Development staff in constructing annual event budgets
• Recruit, manage, and train event volunteers
• Solicit in-kind donations for auctions and raffles
• Communicate event schedules, progress, and deadlines to Development Boards and event committees
• Provide operational support and reporting to both Development Boards and event committees
• Utilize fundraising software to create and manage event registration
• Utilize fundraising software to create third-party fundraising event pages and manage event-related online fundraising activities
• Coordinate A/V requirements as needed for events
• Manage all required post-event activities such as donor follow-up, pledge reminders, debriefing with event committees, and final reporting
• Document all relevant constituent information in a timely manner in fundraising software
• Other development-related duties as assigned

DESIRABLE QUALITIES & EXPERIENCE:

• Excellent interpersonal and communication skills, both verbal and written
• Detail-oriented with strong organizational skills
• Track record of good teamwork and the ability to work collaboratively
• Ability to multi-task and work on a number of events and projects simultaneously
• Self-starter with the ability to work under deadlines
• Flexibility and "grace under pressure"- ability to adapt to changes and unexpected events
• Budget management skills
• Proficient with Microsoft Office Suite and social media applications
• Able to manage donor information with discretion and confidentiality
• Experience working with nonprofit events desirable