Special Events and Volunteer Coordinator

Choose901; Memphis (TN); On-site; USD 42,000 - 58,000; Full time

Job summary

A leading organization is seeking a full-time Special Events and Volunteer Coordinator to enhance service capabilities for at-risk children. Key responsibilities include planning fundraising events, managing volunteers, and coordinating community in-kind donations, contributing to a mission-focused team dedicated to child advocacy.

Benefits

Employer paid health, dental, and vision insurance

Generous paid time off policy

403(b) and employer match

Paid parental leave

Financial support for professional development

Qualifications

• Minimum 2 years of experience in planning or executing special events.
• Strong project management skills required.
• Proficient in Microsoft Office Suite.

Responsibilities

• Lead planning and execution of fundraising events.
• Manage volunteer program and coordinate community donations.
• Provide support for donor appreciation efforts.

Skills

Project Management

Customer Service

Leadership

Communication

Education

BA/BS degree

Job description

June 2025
SPECIAL EVENTS AND VOLUNTEER COORDINATOR
Job Posting
Summary: The special events and volunteer coordinator increases the capacity of the Memphis Child
Advocacy Center (CAC) to serve children impacted by abuse by planning and executing fundraising
events, handling special projects, and managing the volunteer program. This full-time position is a
key member of the CAC’s development team. They engage valuable volunteer committees and community
support to execute two major annual fundraising events and other unique events included in the
annual development strategy. This position reports directly to the director of development.
Key responsibilities:
Events
Leads the planning and execution of annual CAC fundraising events, including Works of Heart, Gala,
and other special events hosted by the Memphis CAC. Includes overseeing and coordinating with other
team members and vendors on the creation of a budget; marketing and communication plan; design
components; sponsor and guest coordination; volunteer and committee management; and other aspects
of events. Represents the CAC as the lead team member at special events (preparation, set-up, event
execution, and break down). With event committees, establishes event goals reflective of steady
revenue growth.
• Works with long-standing volunteer event committees to meet event execution and fundraising
goals. Manages event committee objectives with guidance from the director of development and
executive director.
o Offers proactive and responsive support to event committees. This includes ensuring all committee
members understand their roles and responsibilities and have what they need to be successful in
their role.
o Schedules and manages event committee meetings, prepares agendas, and records meeting minutes.
Maintains and distributes accurate reports on planning, progress, and next steps.
• Manages event in-kind donation solicitation. This includes in-kind event support from the local
business community, regional artists, vendors, corporate partners, individuals, and affinity
groups.
• Proactively maintains accurate event data and information in a centralized database and produces
useful reports for leadership and committee members.
• Responsible for event silent auctions including soliciting individual donations and creating
silent auction packages. This includes maintaining meticulous records of each donation, donor
information, auction packages, and creating descriptions for the items.
• Ensures timely and personalized acknowledgement to event donors and other stakeholders.
• Maintains and consistently updates event timelines, expense reports, action items, and
identified challenges .

• Responsible for leading internal meetings with CAC team members involved in the planning and
execution of fundraising and donor events. Provides regular updates to leadership and event
committees.
• Works closely with the director of development on cultivation and stewardship of new and
existing event sponsors.
• Works with leadership to plan and execute on-site tours and receptions for strategic partners,
high-value supporters and prospects, elected officials, and other groups identified throughout the
year.
• Provides event planning support for annual donor appreciation efforts, Honors Day, Annual
Children’s Memorial Flagraising Ceremony, and other events that align with the Memphis CAC
strategic plan.
• Provides support for 3ʳᵈ party benefits.

Volunteers
• Recruits and manages diverse and enthusiastic volunteer support for the agency.
• Manages volunteer program including volunteer interns, in-house volunteers, and event
volunteers.
• Coordinates annual recognition of volunteers.

Community In-Kind Giving
Responsible for managing year-round community donation program.
• Manages in-kind giving, including teddy bear and wish list drives. Maintains an updated wish
list based on current needs.
• Coordinates the Padrinos in-kind giving program to fill emergency client needs identified by the
child and family services team.
• Ensures timely and personalized acknowledgement of in-kind donors.

Supervision received from: Director of Development
Classification: Exempt

Position qualifications: BA/BS degree required. Minimum 2 years professional work experience in
planning and/or executing special events, project management, sales, or related fields. Proven
project management skills; able to leverage tools and technology to maintain impeccable
organization. Commitment to gracious and responsive customer service with all stakeholders,
including staff, donors, volunteers, committee members, and board of directors.

Works effectively on multiple projects simultaneously, sometimes with competing deadlines.
Documents work and ensures information flows to the right people at the right time.

Demonstrates excellent people skills, including customer service and leadership skills.
Detail-oriented with commitment to responsive, prompt follow-up with all event related matters.
Excellent written and oral communication skills.
Ability to prioritize quickly and function effectively in a team environment. Experience delegating
work to groups of people and establishing expectations/accountability for the delegated
assignments. Sets deadlines and maintains annual event timelines.

Database experience a plus. Must have a commitment to documenting data in a centralized CRM.
Proficient in Microsoft Office Suite.
Ability to work effectively with diverse groups of stakeholders.

Must have transportation and a valid driver’s license. Occasional nights and weekends are required,
especially in the weeks before, during, and after events. Must be able to lift 40 lbs. Candidates
must submit to a criminal background check.

Preferred: Knowledge of event planning best practices and project management tools. Experience with
managing volunteers and volunteer committees. Local networking involvement. General knowledge of
philanthropic organization structure. Technology curiosity.

Training Requirements: Self-paced database training required within 90 days. A minimum of 12 hours
in-service training is required. Attendance at conferences and workshops may be included as part of
the 12-hour minimum. Six hours of the annual training must be provided by sources outside of the
agency. Three hours of cultural competency training is required annually.
Benefits:
• Employer paid health, dental and vision insurance premiums
• Employer paid life and AD&D insurance
• Employer paid short term disability insurance
• Generous paid time off policy
• 14 paid holidays plus floating holiday
• Paid parental leave
• 403(b) and 403(b) company match up to 3% after 1 year of employment
• Employee assistance program
• Financial support for professional development

Applications will be accepted until June 27, 2025, or when final candidates are identified. Send
cover letter, resume and list of 3 professional references to Kristyn Martin, operations manager,
at [e-mail] with the subject line: Special Events and Volunteer Coordinator.

The Memphis Child Advocacy Center serves children who are victims
of sexual and physical abuse through prevention education and intervention.
Our vision is a community where children are safe, families are strong, and victims become children
again.
The Memphis Child Advocacy Center is an equal opportunity/equal access employer.