Events Coordinator

West Suburban Humane Society, Inc.; Downers Grove (IL); On-site; USD 20,000 - 30,000; Part time

Job summary

West Suburban Humane Society (WSHS) in Downers Grove, IL seeks a part-time Events Coordinator to plan and execute small to mid-sized fundraising events. You will support the Development Director and collaborate across departments, coordinating logistics, donor relations, and stewardship.

The role involves managing event calendars, budgets, GiveSmart participation, and post-event reporting. Some remote work is possible, with occasional weekend/evening commitments.

Qualifications

• 2 years of event planning/fundraising experience.
• Experience communicating and working as part of a team.

Responsibilities

• Assist the Development Director in developing an annual calendar of events with timelines and budgets.
• Coordinate end-to-end event logistics: maintain supplies, design themes, promo materials, and donor communications.
• Create and manage events in GiveSmart; track revenue/expenses and report data to the Director of Development.
• Manage off-site community events; represent WSHS at events and build mission-centered collaborations.
• Write handwritten thank you notes to partners and prepare sponsor invoices for event sponsors.
• Support fundraising initiatives, donor cultivation and stewardship, and marketing as needed.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Teams

Tools

Bloomerang

GiveSmart

Job description

West Suburban Humane Society (WSHS) Mission:

Our mission is to work towards the day when all dogs and cats are loved and cared for and pet owners have access to essential resources so they may enjoy a fulfilling relationship with their pets. In doing so, we strive to:

• Provide compassionate care for cats and dogs on their journey to compatible and loving homes.
• Engage our community and serve as a resource for a variety of pet-related topics and challenges.
• Team with volunteers of all abilities and strengths to build a robust network of support in our community.
• Strengthen the human-animal bond through advocacy, humane education and promotion of animal welfare initiatives.

By working together, we can change the lives of the dogs and cats that have forever changed us.

Job Objective:

Working part-time under the guidance of the Development Director, and in collaboration with all of WSHS's departments, the Events Coordinator plans and executes small to mid-sized special events, and provides integral support for all larger, more complex foundation fundraising activities. This position also provides administrative support for our donor recognition and sponsorship fulfillment programs.

Essential Functions:

This job description should not be interpreted as all inclusive. It is intended to identify the essential functions of the job. Other functions, responsibilities and tasks may be assigned.Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Assist the Development Director in developing an annual calendar of events including a timeline and budget for each event.
• Handle the end-to-end coordination and logistics of all events:
  • Maintain all necessary event supplies.
  • Work with the Development Team to design event themes, event flyers, and promotional materials.
  • Coordinate auction item solicitation, documentation, and distribution.
  • Submit event information to the Executive Director and Development Director for inclusion in the newsletter, website and social media.
  • Create and maintain events in GiveSmart.
  • Track event revenue/expenses and report event data to the Director of Development.
• Manage all off-site community events:
  • Determine if the event is to raise funds or awareness; Determine if the event meets that goal. Review these events annually.
  • Represent WSHS at events and outreach opportunities.
  • Build mission-centered community collaborations.
  • Track revenue/expenses and report outreach data to the Director of Development.
• Assist with donation acknowledgments and stewardship:
  • Write handwritten thank you notes to corporate and community partners after events.
  • Prepare detailed sponsor invoice for event sponsors.
  • Be an active participant in the cultivation cycle for event donors, attendees, and partnerships to build and grow community partnerships.
• Work with the Executive Director and Development Director to do an annual audit on all fundraising events to determine if we should do them the following year or look for other sources of revenue.
• Support Development Efforts; Be an active member of the Development Team and assist as needed with fundraising initiatives, donor cultivation & stewardship, and marketing.
• Adhere to the Association of Fundraising Professionals Code of Ethical Standards to fundraise with integrity, put the philanthropic mission above personal gain, and safeguard the public trust.
• Assist the Executive Director and the Development Director as requested.

Minimum Qualifications:

Experience:

2 years of event planning/fundraising experience. Experience with successfully communicating and working as part of a team are required.

Skills Necessary to Successfully Perform the Essential Functions of this Job:

• Microsoft Word, Excel, Power Point, Outlook and Teams.
• Experience with events and donor management software (such as Bloomerang and/or GiveSmart) preferred but not required.
• Professional presence, initiative, creativity, attention to detail, organization, cooperation, delegation, and group/teamwork.
• Detail oriented, timely, excellent organizational skills, able to complete multiple tasks and projects with competing deadlines and/or overlapping responsibilities.
• Able to troubleshoot real-time challenges during live events.
• Strong verbal and written communication skills required for public and individual communication with a diverse set of audiences.
• Animal handling skills are preferred but not required.

Physical Requirements:

The physical requirements described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Physical requirements include: speaking, hearing and vision ability; manual dexterity to enter data, grasp or twist objects; sitting, walking and standing for extended periods of time; occasional bending, stooping, and kneeling; occasional lifting and carrying materials weighing up to 40 lbs.; frequent handling of materials up to 20 lbs.

Travel:

Occasionally in the greater Chicago metropolitan area. Will include outdoor events, sometimes in inclement weather.

Working Conditions:

This is a part-time position with the majority of work being performed in an office environment. Some of the administrative job functions can be performed remotely on occasion. May require weekend and evening work. Must be able to have a flexible schedule around event dates and must be available for the following signature fundraising events:

• Golf Outing (Last Monday in July)
• Barkapalooza (Last Sunday in September)