Events and Volunteer Coordinator

Events And Volunteer Coordinator

Seeking an Events and Volunteer Coordinator to join our Buffalo Area Services Team. Our Full Time opportunities offer :

Generous time off every year including 14 paid holidays, up to 3 personal days, vacation time, and sick time.

Employer funded Pension Plan (company contributions begin after 1 year of continuous employment).

Comprehensive Health Care Coverage with low cost employee premiums, co-pays, and deductibles.

Company Paid Basic Term Life Insurance for Employee.

Long Term Disability Insurance.

Eligibility for supplemental insurance plans including Short Term Disability, AFLAC, and Voluntary Term Life.

Flexible Spending Account.

Eligibility for Federal Student Loan Forgiveness Program.

Tax Deferred Annuity (403B).

Christmas Bonus.

Responsibilities

The scope of the event coordinator's responsibilities is broad, encompassing all stages of event management, from conception to implementation to post-event evaluation. The key areas will be in strategic planning collaborating with the development director and BAS leadership to define event goals, target audiences, and how events align with the organizations overall mission, fundraising targets, and strategic plan. This includes developing comprehensive event plans, timelines, and budgets.

Essential duties and responsibilities :

• Logistics and Operations : Managing all practical aspects of events, such as :
• Venue Selection : Researching, proposing, and securing appropriate venues based on budget, accessibility, and event needs.
• Vendor Management : Identifying, negotiating with, and contracting various vendors (e.g., caterers, florists, AV providers, photographers, auctioneers, entertainers, security).
• Budget Management : Developing, tracking, and managing event budgets to ensure financial targets are met and costs are controlled.
• Scheduling and Timelines : Creating detailed timelines and ensuring all tasks are completed on schedule.
• Risk Management : Identifying potential risks and developing contingency plans (e.g., bad weather, technical issues).
• Compliance : Ensuring all events comply with relevant regulations, organizational protocols, and permits.
• Marketing and Promotion : Working with marketing and communications teams to :
• Promote Events : Developing and executing marketing strategies to attract attendees, including creating event collateral (invitations, flyers, signage), working with social media personnel, and coordinating with public relations.
• Attendee Management : Handling registrations, ticketing, guest lists, and sending out important updates and reminders.
• Fundraising and Sponsorship :
• Sponsor Cultivation : Working with the Director of Development and Donor Relations Director, researching, cultivating, and soliciting new and existing donors and corporate sponsors to secure funding and in-kind support for events.
• Donor Stewardship : Supporting donor relations and ensuring proper acknowledgment of sponsors and donors.
• Auction Management : If applicable, managing silent or live auctions, including soliciting donations, assembling packages, and overseeing the auction process.
• Red Kettle Campaign :
• Contact all stores and kettle sites to secure locations after national contracts are approved.
• Serve as liaison between kettle site personnel and Corps Officers
• Explore various ways to increase kettle income.
• Volunteer Management : Coordinating with the Volunteer coordinator for recruitment, training, supervising, and managing volunteers for events, ensuring they understand their roles and contribute effectively.
• Secure, schedule, and follow up with volunteers and groups in writing, outlining their participation, including dates, times, locations, dress code and expectations.
• Develop and maintain a database of all participating volunteers and groups using the existing SalesForce database.
• Develop new relationships with companies, schools, and organizations that are willing to provide volunteer workers.
• Supervise all seasonal volunteers for the Toy Shop, Thanksgiving dinner, and sponsored families.
• Prepare and send thank you letters to all participating volunteers and groups
• Record and track all volunteer activities and hours
• Process volunteer opportunity applications, including background checks for sensitive areas.
• On-Site Execution : Overseeing all aspects on the day of the event, ensuring smooth operations, managing staff and volunteers, and addressing any issues that arise.
• Evaluation and Reporting in Conjunction with Director of Development and Event Committees :
• Post-Event Analysis : Measuring event success against established benchmarks (e.g., funds raised, attendance, satisfaction rates).
• Feedback Collection : Gathering feedback from attendees, sponsors, and stakeholders to identify areas for improvement.
• Reporting : Preparing reports on event outcomes and financial performance.

Leverage Events as Strategic Tool to :

Other Duties : Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice due to business needs.

Qualifications

Special skills, certificates, licenses, registrations :

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.