Please note: This position requires a Tuesday through Saturday work schedule. To ensure a good fit for both you and our team, please apply only if you are available to work this required schedule.
Job Description Summary:
The Special Events Coordinator will plan, coordinate and execute both small and large-scale events.
To Include: two large scale events, Adoption Events, Community Events, Street Fairs & Festivals, Fundraising Events and Community Outreach opportunities located at both onsite and offsite.
Event Coordination:
- Research and identify events that would be beneficial for adoptions, fundraising and promotion the mission of MSRPAC. Secure venues & vendors for annual events
- Maintain Events Calendar for in order to communicate internally and externally
- Partner with Volunteer, Adoptions and Programs & Services Department to identify staff, volunteers and animals to schedule for events
- Partner with Marketing & Communications Manager to prepare Marketing Materials; Flyers, Signage, Social Media, Advertising
- Partner with meeting sponsor and/or requester, to understand logistical requirements of the assigned events, in order to recommend the best location, vendors, and Marketing Strategy
- Negotiate rates and contract terms with vendors/locations, to ensure cost savings. Review contracts, to confirm that terms and conditions are acceptable
- Manage portions or all aspects of event registration, to create a smooth process
- Prepare initial and final budget for meeting expenses (covering food, transportation, equipment, registration fees, etc.)
- Prepare written specifications and logistical requirements of meetings, and pass information along to the staff, volunteers and vendors
- Conduct site research, site inspections and recommend locations
- Research, identify and execute adoption events
- Responsible for maintaining all event supplies including marketing and promotional materials, as well as animal care supplies
- Event coordinator is responsible for MSRPAC vehicle and transport logistics. Set up and unload vehicles as needed
- Travel to on-site locations, to manage all logistical aspects of event and serve as primary liaison with vendors
- Supervise additional on-site staff, volunteers and animals as well as adoption process activity.
- Reconcile all invoices, donations, deposits and final billing
- Reconcile Final Budget and close out files with recommendations for future
Volunteer Coordination:
- Provides direction to volunteer for special event duties.
- Co-facilitates volunteers as required.
Other related duties as required.
- Bachelor’s degree highly preferable or equivalent experience.
- Experience in special events planning, preferably in the not-for-profit sector.
- The ability to work well independently on several projects concurrently, and possess excellent communication, organizational and creative thinking skills.
- Experience in planning and implementing events including expertise in attracting sponsorships; proven track record in developing and implementing promotion plans; print production expertise associated with fundraising event
- Software proficiency in Microsoft Word, Excel, Power Point, is required;
- Experience working with executive, donors and volunteers and managing, supervising and orientating people for events.
- Excellent written and oral interpersonal communication with marketing and communications skills.
- Strong initiative and customer service orientation; volunteer management skills an asset
- Project Management, organizational and prioritizing skills; problem solving and organizational skills; attention to detail is imperative
- Demonstrated high energy level and flexibility, pleasant persona coupled with sound judgment; flexible, discreet and able to maintain confidential information, knowledge of correct protocol for specific situations.
- Experience and comfort with facilitation of committee meetings.
- Able to lift 25 lbs.
Job Type: Full-time
Pay: $20.00 - $25.00 per hour
Benefits:
- Dental insurance
- Employee discount
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
