Events Coordinator

Location: Northbrook, IL - Onsite

Hours: Monday - Friday, regular business hours

Job Summary

The Events Coordinator will support the MA department in the areas of fundraising and stewardship events. This critical role requires attention to detail, organization, and professionalism in order to manage outside vendors, collaborate with internal staff, and interact with major gift donors. In addition, the Events Coordinator helps the team manage its annual workplan and goals, ensuring deadlines are met and the team is cognizant of progress.

Essential Responsibilities and Metrics

Fundraising Event Management (50%) 

• Under the leadership of the Director of Development, and in collaboration with the Events Manager, assist in the successful execution of fundraising events.
• Help create and manage the timeline, budget, program and task lists for signature events, and capital campaign circles.
• Negotiate costs and services with vendors; book event space, arrange food and beverage, order all supplies and decorations, coordinate audiovisual equipment and operation, make travel arrangements; handle supplies, special layout, and other logistics.
• With MA team, determine collateral needs and oversee collateral creation.
• Organize and manage the invitation, registration, and attendee check-in and check-out processes for signature events. 
• Engage volunteers as appropriate; manage staff and volunteers working the event. 
• Manage use of OneCause or other event registration platform, before, during and after the event. 

Stewardship Event Management (25%) 

• Under the leadership of the Director of Development, and in collaboration with the Donor Relations Manager, assist in the successful execution of stewardship events for major gift donors. 
• Help create and manage the timeline, program and task lists for stewardship activities throughout the fiscal year.
• With MA team, determine collateral needs and oversee collateral creation.

Organize and manage the invitation, RSVP, and donor check-in processes. 

• Work with the Development & Operations Manager to send accurate donor acknowledgment emails and letters within seven business days of receipt (or two weeks for event-related donations). 
• Provide overall quality control as well as identify and implement process efficiencies. 

Team Project Management (25%) 

• Serve as lead administrator for Monday.com or a similar project management tool. 
• Maintain Monday board to track FY initiatives and workplan. 
• Review quarterly with team to update and revise as needed. 

The role may include other duties as assigned. 

Qualifications

• A bachelor’s degree in Project Management, Communications, Fundraising, Business or related. 
• 1-3 years’ experience managing simultaneous projects, budgets and deadlines. 
• Experience in event planning and execution, including production and elevated donor experience
• Strong writing and communication skills, including a high level of professionalism with internal and external audiences
• Demonstrated success working with limited resources while being creative and effective. 
• Results-oriented team player. 
• Excellent computer skills: Intermediate level proficiency in MS Office – PowerPoint, Word, Excel; ideal candidate will also have familiarity with Monday.com, OneCause, Blackbaud. 
• Ability to prioritize work, use good judgment, pay attention to detail, demonstrate a strong sense of urgency, and carry projects through to completion in a timely manner. 
• Must be highly self-motivated, personally & professionally resilient and capable of working independently, collaboratively and under stressful conditions to meet deadlines. 

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