Events Specialist

Akron Community Foundation; Akron (OH); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

403(b) match

Medical and dental coverage

Generous holiday and paid leave policy

Job summary

Akron Community Foundation is seeking an Events Specialist to lead the planning and execution of Foundation and affiliate fund events, collaborating with staff, affiliate leaders and volunteers to ensure professional, on-brand events.

You will develop standardized planning processes, manage timelines and budgets, review contracts for compliance, provide on-site support, and build strong relationships with donors, vendors and community partners to keep multiple projects on schedule and aligned

Qualifications

• Bachelor's degree in a related field preferred.
• 3-5 years of experience in event coordination, project management, operations or related field.
• Experience coordinating meetings, events or programs involving multiple stakeholders.
• Experience in nonprofit, association or mission-driven environments preferred.
• Knowledge of Northeast Ohio nonprofit landscape is a plus.

Responsibilities

• Develop and manage the organization's annual event calendar and event tracking in CRM; avoid conflicts.
• Serve as primary project manager for foundation events; create standardized planning processes and timelines.
• Convene planning meetings to establish objectives, responsibilities, timelines and milestones.
• Create and manage detailed project plans for each event.
• Review contracts with Director of Accounting & Administration to ensure compliance with IRS/state laws.
• Keep projects on schedule by monitoring deadlines and following up on actions.
• Assist event leads with budgets: overall budget, quotes, expenses, invoices.
• Ensure staff and volunteers stay on schedule with tasks.
• Provide on-site support for major Affiliate Fund events and for ACF events as needed.
• All other duties as assigned.

Education

Bachelor's degree in business, communications, hospitality, nonprofit management, project management or related field

Tools

CRM databases

Microsoft Office 365/SharePoint

Job description

The Events Specialist is responsible for managing the planning process and operational execution of events hosted by Akron Community Foundation and its family of affiliate funds. Working collaboratively with foundation staff, affiliate fund leaders and other event stakeholders, this position develops and maintains consistent event planning systems, timelines and best practices that ensure events are well coordinated, professionally executed and aligned with the foundation's standards.

The Events Specialist partners with the staff members and affiliate fund representatives who are responsible for each event's purpose, audience and content to provide the structure, project management and logistical coordination necessary to move events from concept to completion.

While foundation staff and affiliate fund representatives serve as the lead contacts and are responsible for the vision, content and execution of their respective events, the Events Specialist serves as the organization's central resource for event planning support. This position provides project management, planning tools, timelines and logistical guidance to help departments and affiliate funds stay organized, on schedule and informed throughout the planning process. By promoting clear communication, accountability and consistent planning practices, the Events Specialist helps ensure events are well coordinated and successfully executed across the foundation's portfolio of events.

Reporting Relationships:

This position reports to the Vice President and Chief Operations Officer and collaborates closely with the Affiliate Fund Engagement Manager.

Other important relationships include Director of Accounting & Administration, senior staff, staff who work with affiliate funds, volunteers, donors, vendors and community leaders.

Primary Duties and Responsibilities:

• Develop and manage the organization's annual event calendar and manage the event tracking in its CRM database with direction from senior staff/event leads to avoid scheduling conflicts and coordinate staffing needs.
• Serve as the primary project manager for foundation events, while developing and maintaining standardized event planning processes, templates and timelines.
• Upon initiation of a new event, convene planning meetings with appropriate internal staff and stakeholders to establish objectives, responsibilities, timelines and key milestones. This planning process will help clarify roles and responsibilities, coordinate internal resources, ensure all departments are informed of deadlines and reduce duplication of efforts.
• Create and manage detailed project plans for each event.
• Work closely with the Director of Accounting & Administration to review contracts and ensure adherence to IRS and other state laws and regulations.
• Keep projects on schedule by monitoring deadlines, facilitating communication and following up on outstanding action items.
• For ACF events, assist event leads with event budgets, including developing overall budget, obtaining quotes, tracking expenses and coordinating invoices.
• Ensure staff and volunteers stay on schedule with their tasks.
• Identify potential issues early and recommend solutions to keep planning on track.
• Provide on-site support for major Affiliate Fund events. Provide on-site support for ACF events when needed.
• All other duties as assigned.

Required Skills & Competencies:

• Ability to collaborate with others, including staff, board, donors, vendors and organizations.
• Professional interpersonal style. Ability to interact well with a diverse range of people. Highly desired personal qualities include self-confident, energetic and diplomatic.
• Required to maintain confidentiality.
• Ability to multitask and work under the pressure of tight deadlines.
• Ability to handle stress.
• Ability to work independently as well as in a team environment.
• Strong oral and written communication skills, in particular strong writing and editing skills.
• Strong planning and organizational skills. Ability to complete assignments independently, professionally and in a timely manner. Ability to make decisions about how to manage and organize own workload.
• Strong critical thinking, problem solving, troubleshooting and decision-making capabilities. Demonstrated ability to identify procedural problems or inefficiencies and to recommend and implement improvements.
• Strong work ethic, reliable, self-motivated; seeks out ways to be productive and efficient.
• Detail-oriented and accurate.
• Ability to learn new skills, technology and tasks.
• Proficient with basic modern office technology (computers, phones, copiers, etc.)
• Proficient in Microsoft Office 365/Sharepoint and other software/applications.
• Experience with databases/CRM.
• Ability to build relationships and work effectively with a diverse group of volunteers, donors and other individuals.
• Understanding of Akron Community Foundation's various policies and procedures, including event policies. gift policies, affiliate fund processes, etc.
• A genuine dedication to team building, including mentoring, training and coaching employee(s) effectively to their skills and to efficiently leverage them to maximize department productivity.
• Ability to lift up to 25lbs.

Required Experience & Education:

• Bachelor's degree in business, communications, hospitality, nonprofit management, project management or a related field preferred. Equivalent combination of education and relevant experience will be considered.
• 3-5 years of experience in event coordination, project management, operations or a related field required.
• Demonstrated experience managing multiple projects simultaneously while balancing competing priorities and deadlines.
• Experience coordinating meetings, events, programs or other complex initiatives involving multiple stakeholders.
• Experience working in a nonprofit, association, higher education or other mission-driven organization preferred.
• Knowledge of the nonprofit and philanthropic landscape in Northeast Ohio or a similar regional context.

Other:

• Work is performed in an office environment.
• Must be able to meet outside of standard office hours as necessary.
• Occasional to frequent local and regional travel to meetings and events; Infrequent travel outside of the state.

Akron Community Foundation is an equal opportunity employer. The salary range for this position is $40,000-50,000 and also includes an exceptional benefits package, including comprehensive medical and dental coverage, 403(b) match, and a generous holiday and paid leave policy.