Events and Development Coordinator

Events Coordination

• Pre-Event: Collaborate with department head, assist in the creation and management of event program and timelines.
• Research venues and work directly with vendors to ensure deliverables are executed on time and within budget.
• Research local businesses to secure local event sponsorships.
• Identify new partnership opportunities for PCF.
• Work with department heads and staff to ensure there is a strong line of communication to achieve shared goals.
• Track and manage event progress. Prepare appropriate weekly reports to ensure on track to hit weekly/monthly/annual goals.
• Develop and maintain accurate event budgets.
• Market event (social media and otherwise) for both attendance and volunteer solicitation (creates marketing collateral).
• Oversee the coordination of event collateral for assigned events (signage, websites, etc.) to ensure consistency throughout the event.
• Schedule and lead pre-event meetings for staff, volunteers, vendors, speakers to go over day of responsibilities, timelines, and support needed.
• Develop Plan B program execution plan as a fall back for Plan A.
• During Event: Coordinate and oversee pre-event set-up with staff, vendors and volunteers to meet objectives.
• Manage event agenda/timing to ensure the event stays on time.
• Problem-solve as issues surface during the event.
• Coordinate and execute event clean-up with staff and vendors.
• Post Event: Develop and send out post-event thank you and evaluation (as applicable); oversee responses and share feedback with staff.
• Hold a post-event staff meeting to discuss event challenges and successes.
• Document event in database for each participant including no-shows and excused and unexcused absences.
• Update planning documents to include lessons learned and best practices.

Fund Development

• Maintain donor database (currently Live Impact) by tracking all revenue transactions (i.e. picking up mail/checks) on a weekly basis and recording all gifts (checks, online, stocks, Benevity, GreaterGiving, etc.) through PCF’s revenue tracking system.
• Track and acknowledge all appeals, donations, receipts, and reports.
• Update donor content.
• Generate reports as requested.
• Manage and maintain donation websites and donation-related vendor relationships.
• Own scholar update process by reaching out to scholars and relaying the updates to sponsors.

Qualifications

• Passion for educational opportunity and equity.
• Desire to empower others through service.

Required Qualifications

• Bachelor's degree in related area and 2+ years of related work experience and/or equivalent experience/training.
• Skilled in effectively meeting budget and time constraints.
• Highly developed judgment, decision-making and problem recognition/avoidance/resolution skills, including skilled in determining those issues/problems that need to be brought to management's attention.
• Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions.
• Ability to complete large volume of diverse tasks efficiently, meeting established deadlines.
• Ability to give clear directives and use independent, rational judgment in the decision-making process.
• Working knowledge of how to design event collateral including invitations, programs and posters and producing event materials such as name tags, place cards, programs, invitation copy, timelines and budgets.
• Attention to detail with event documentation and database administration.
• Comfortable planning 2-3 events concurrently, managing budgets, timelines, and vendor partnerships.
• Proficient in Microsoft suite, Google suite, Canva, and social media platforms (IG).

Preferred Experience

• Knowledge of concepts, principles and best practices of event planning and public relations, including design, organization and event execution.
• Highly developed interpersonal communication skills including social perceptiveness.
• Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities.
• A positive and energetic attitude.