Event Planning Coordinator

About the role

Position supports campaign events in the Greater Washington Region. This position is responsible for supporting development team members in their fundraising efforts.

Responsibilities

• Event Logistics: Coordinate logistical aspects of assigned events, ensuring seamless execution from start to finish. Proactively research, secure, and manage vendors for event services. Plan and coordinate event details, including venues, catering, entertainment, AV, and staging, while securing necessary legal approvals. Implement Association risk reduction procedures. Recruit, schedule, and train volunteers. Attend events to oversee setup, execution, and teardown. Act as a point of contact for vendors, supporters, sponsors, volunteers, and attendees. Prepare ADA-compliant digital event communications for save the dates, invitations, event programs, and other marketing materials as needed using Association design templates and branding guidelines. Possibly assist with virtual event production, including coordinating content, creating multi-media presentations, and providing technical support.
• Event Data Management: Collect, organize, enter, and maintain comprehensive event data, including guest names, contact information, table assignments, sponsorship/donor benefits, and other key notes. Oversee the collection, management, and entry of auction item data. Manage and monitor donation information. Correct irregularities as needed. Generate reports from various systems as needed.
• Financial Responsibilities: Collaborate with fundraising teams to review campaign revenue reports, accounts receivable, and accounts payable reports. Research customer discrepancies and past-due amounts. Input requests for payments in the financial system for vendor contracts and invoices. Monitor and manage event budgets. Adhere to Association Funds Handling and PCI Procedures for checks, cash, and credit card transactions.
• Support Services: Meet regularly with directors and volunteers. Maintain a high level of service by responding to customer inquiries. Perform other duties as required to support Directors/Sr. Directors, Vice Presidents, and Senior Vice Presidents. Assist in the coordination and execution of leadership and board meetings. Prepare presentations, correspondence, and documentation, including meeting minutes. Work independently and within a team on special nonrecurring and ongoing projects.

Qualifications

• High school diploma or equivalent.
• At least three years of experience in administrative work, project coordination, and/or event management systems with strong attention to detail.
• Experience in event planning, organizing, consultation, and event management preferred.
• Proficient in using web conferencing software (Zoom, Microsoft Teams, etc.).
• Demonstrated ability to work on multiple tasks concurrently.
• Must have intermediate skills in PowerPoint, Word, and Excel. Advanced knowledge and skill with these programs is preferred.
• Ability to objectively evaluate, make effective decisions, and develop alternative solutions.
• Ability to work in a team environment and interact with all levels of staff, volunteers, and the public. Ability and willingness to build and cultivate relationships.
• Ability to be diplomatic, self-motivated, resourceful, considerate, and tactful.
• Willingness to work in an atmosphere requiring flexibility and change. Validated ability to respond quickly to changing ideas, responsibilities, expectations, strategies, and other processes.
• Knowledge of and skill in report preparation, proofreading, and attention to detail.
• Requires access to reliable transportation at all times on an immediate basis.
• Ability to transport materials and other supplies to and from meetings and events. Ability to move large objects (such as boxes) with expectation that heavier items would be broken down into smaller components or additional assistance requested.
• Must pass a background check and must be at least 18 years old.

Preferred qualifications

• Nonprofit experience.
• Digital event production experience.
• Design skills, preferably in Canva or similar.
• Knowledge of email marketing basics.
• Experience using Tableau reports.
• Proficient in Microsoft SharePoint and Teams.
• Experience with vendor negotiation and contract review.
• Ability to do periodic local travel up to 20%; requires access to reliable transportation at all times on an immediate basis.

Pay

The expected pay range is $26.00 to $29.50/hour. Pay is commensurate with experience; geographic differentials may apply.

Benefits

• Competitive base salary with regular market value reviews and adjustments.
• Annual salary planning and incentive programs (eligibility based on position type).
• Medical, dental, vision, disability, and life insurance.
• Robust retirement program with employer match and automatic contribution.
• Employee assistance program, employee wellness program, telemedicine, and medical consultation.
• Employee Resource Groups (ERG) and professional mentoring program.
• Heart U national online university with more than 100,000 resources.
• Paid Time Off (PTO) at a minimum of 16 days per year for new employees, increasing with seniority.
• 12 paid holidays per year, including several days off at the end of the year.
• Tuition assistance for career development in relation to current duties or potential future positions.

Schedule

This is a full-time, office-based position in Arlington, VA. Periodic travel for events and meetings is required.