Events Specialist

Akron Community Foundation; Akron, Northern (OH, KY); Hybrid; USD 40,000 - 50,000; Full time

Benefits offered by this job

Excellent benefits package

403(b) match

Paid holidays and leave

Job summary

Akron Community Foundation is seeking an Events Specialist to manage the planning process and execution of foundation events. You will coordinate timelines, budgets, vendors and staff, ensuring events align with standards.

The role involves cross-functional collaboration with staff, affiliate funds and volunteers, as well as on-site support and attention to detail. Excellent communication and project management skills are essential.

Qualifications

• Bachelor's degree preferred in business, communications, hospitality, nonprofit management, project management or related field.
• 3-5 years experience in event coordination, project management, operations or related field.
• Experience coordinating meetings and events involving multiple stakeholders.
• Experience in nonprofit, association, higher education or mission-driven org preferred.

Responsibilities

• Develop and manage the organization's annual event calendar and coordinate staffing via the CRM database.
• Serve as primary project manager for foundation events and maintain standardized planning processes.
• Lead planning meetings to establish objectives, timelines and milestones across departments.
• Create and manage detailed project plans for each event.
• Review contracts with Accounting & Administration to ensure IRS and state compliance.
• Monitor deadlines and keep projects on schedule; manage budgets and invoices for events.

Skills

Communication skills

Project management

Event coordination

CRM experience

Office software

Education

Bachelor's degree (business/communications/hospitality/nonprofit management/project management)

Tools

SharePoint

CRM systems

Job description

Events Specialist - Akron Community Foundation

Role Overview:

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.
• 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,trainingand coachingemployee(s) effectively to their skills and to efficientlyleveragethem 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 officehoursas necessary.
• Occasional to frequent localand regionaltravel to meetings and events; Infrequent travel outside of thestate.

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.