Events Coordinator

Promise House - Dallas, TX (30+ days ago)3.8


Position Description
Working closely with other members of the external affairs department, the special events coordinator is heavily involved in planning, implementing, and evaluating in-house and third-party special events. Promise House seeks an energetic, creative and organized Event Coordinator to manage our 3 largest fundraising events. The position is responsible for planning, coordinating and executing all aspects of the annual Golf Classic and Auction, Donor Luncheon and Sleep Out. The Event Coordinator will increase event revenue and participation by recruiting new and stewarding previous sponsors and coordinating event logistics.

Responsibilities include:
Sleep Out:
Manage the planning, execution, and evaluation of the event Sleep Out: A Night Under the Stars. During this event, Promise House supporters camp in the agency’s parking lot, raising awareness about youth homelessness and funds to support Promise House.
Form a committee leveraging board and volunteer support to help recruit sleepers and assist with the event
Assist the Marketing Coordinator on collateral materials.
Oversee all sleeper webpages and ensure information is up to date.
Solicit new and past sponsors and in kind sponsors.
Lead the coordination of Sleep Out operations (setup, teardown, security, etc.).
Manage and keep track of each sleepers personal donations using Donor Perfect.

Golf Classic:
Manage the planning, execution, and evaluation of the Promise House Golf Classic.
Form and manage a committee to assist with the Golf Classic
Assist the Marketing Coordinator on collateral materials.
Oversee the sponsor list and ensure information is up to date.
Solicit new and past sponsors and in kind sponsors.
Lead the coordination of golf tournament operations.
Oversee facility needs at country club.
Oversee vendors before and during the tournament.
Oversee set-up & take-down of tournament.
Assist in the preparation of gift acknowledgements.
Attend golf staff and committee meetings as needed.
Other duties as assigned.
Golf Auction

Solicit auction items.
Maintain auction records; produce reports needed before and after tournament.
Lead the planning, creation, and production of the auction using Bidding For Good auction software
Close out auction at tournament, call down for items purchased and not picked up, and send e-blasts out to participants, donors, and volunteers to purchase unsold items.
Donor Luncheon

Manage the planning, execution, and evaluation of the donor luncheon
Assist the Marketing Coordinator on collateral materials.
Solicit new sponsors and in kind sponsors.
Lead the coordination of venue layout and table placements.
Manage and keep track of each table’s donations.

Other Projects:
Steward event sponsors, participants and volunteers (outside of the event)
Assist with the creation, planning, execution, and evaluation other special projects.
Attend staff and committee meetings as needed.
Actively pursue new fundraising opportunities through 3rd party events including, but not limited to store openings, percentage of proceeds nights, golf tournaments, etc.
Other duties as assigned.
Minimum Qualifications
Bachelor’s degree required, preferably in communications or marketing.

A minimum of one (1) year event planning or fundraising experience. Excellent communication, organization and interpersonal skills required. Attention to detail needed. Organized self-starter capable of managing multiple tasks. Word, Excel, and Outlook proficient. Sales/Solicitation experience is a plus.

Ability to work effectively with diverse groups/community organizations, excellent written and oral communication skills, ability to work effectively with others, basic knowledge of Adobe Creative Suite programs including InDesign, Photoshop, Illustrator, etc. is helpful. ability to act professionally under stressful conditions, ability to manage multiple tasks daily. Willingness to comply with employer expectations.

Base knowledge of Donor Relationship Management software preferred ( Donor Perfect, Razor’s Edge, etc.).