Special Events Coordinator

About the role

Careers At Calvary Albuquerque Inc

Department: Administrative

Location: Albuquerque, NM

Essential Duties and Responsibilities

• Assisting the Special Events Director(s) and/or Coordinator(s) in maintaining Calvary Culture and Culture Axioms
• Being available the day before/day of/day after events for set up, event running, and teardown
• Being a doer - It's not a job it is a calling!
• Being able to lift 50lbs+ and be on your feet for long hours (specifically on event prep days, event day(s), and teardown days)
• Being available to run errands for events and for guests
• Being able to work with the Special Events Team (staff and volunteers) and Calvary staff by communicating needs, answering questions, being available to interview Life Track volunteers and being the primary point of contact for all volunteers
• Aiding in leading, training, and overseeing volunteers for various outreaches and events
• Being able to take lead on Special Event/Outreach Event (Volunteer) Team health
• Main Point of Contact (POC) for all volunteers
• Thorough communication, placement, and training of volunteers
• Sending out monthly emails to SE Volunteer Team
• Helping plan and coordinate Team Building Gatherings
• Being able to prep (purchased needed supplies, setup and organize dressing rooms and green rooms), host special guests (guest speaker, artists, entertainer) with professionalism and excellence
• Being able to handle administrative items (create and maintain checklists, research for budgets, work with and book vendors, etc. for all events/outreach events)
• Helping identify community needs and mobilizing teams of people to bring resolution to those needs
• Helping create and implement new processes and procedures to ensure the event runs as smoothly as possible with a Calvary level of excellence
• Ordering and distributing various materials and resources needed to achieve the needs of the community and execution of all events
• Collaborating and coordinating with other departments in Calvary Church for the implementation and distribution of various promotion material
• Keeping accurate and detailed information of Calvary Church outreach/event efforts
• Helping coordinate church community initiatives and events
• Helping coordinate, plan, and execute all Special Events (Easter, National Day of Prayer, Freedom Celebration, Concerts, Conferences, etc.):
• Working with Calvary creative team to plan and coordinate event details
• Scheduling and organizing weekly department head meetings (on a seasonal basis)
• Serving as main POC for volunteers/volunteer leads
• Serving as main POC for volunteers/volunteer leads, supporting/partnering organizations, etc.
• Helping recruit and place volunteers to organize them according to each events needs
• Helping create and maintain master spreadsheet of event, focus groups, and needs of each focus group, communicating with team leads and ordering/purchasing needed materials (TPP)
• Assisting with managing all details related to Calvary Toy Shop
• Helping oversee team leads, recruiting volunteers and placing volunteers
• Tracking and processing all incoming toys
• Helping plan distribution(s)/toy shop operations with Special Events team and with Community Outreach Team
• Connecting with schools and/or organizations for distribution (as needed)
• Recruiting and training volunteers for day of event and various workdays prior to event
• Able to receive direction from SE Director or SE Director Assistant and complete assigned tasks within required deadlines (training will be provided)
• Able to work weekends/evenings as required prior to events for Event preparations: hosting KIOSK/promo/training

General Office Duties

• Answering phones, filing, organizing, typing, faxing, writing, making copies, scheduling, emailing, sending mail, directing calls, bulk printing, voicemail, delivering messages, managing calendars, preparing reports, proofreading, troubleshooting problems with office equipment, and working with the public and staff
• Handling money properly, being familiar with protocol, and providing documentation
• Upholding Calvary Church policies
• Having skills and ability to generate documents/power points/excel sheets
• Able to input data into reports, and easy to understand charts/graphs
• Understanding of basic computer software, programs, word processors, etc.
• Able to work under stress, multiple projects, and deadlines effectively
• Attending mandatory staff meetings, and various departmental meetings
• Communicating with all levels of departments including, but not limited to, janitors, maintenance, executive office, servants, student ministries, ministry leaders, surrounding businesses, and contracted businesses
• Assisting with annual board report for Special Events department

Skills & Knowledge Required

• High School Diploma or equivalent
• Associates preferred or equivalent work experience (Six months to one year of relevant experience)
• Three (3) plus years office experience
• Confidentiality
• Strong organizational skills
• Strong leadership skills and capabilities
• A calm sense of urgency
• Excellent verbal and written communication skills with exceptional interpersonal communication skills
• Ability to work independently on assigned tasks as well as to accept direction on given assignments
• Ability to complete assigned responsibilities and duties under direction from supervisor as well as to be self-motivated and take individual initiative
• Works well under pressure
• Detail oriented and team player
• Microsoft Suite experience and database experience (Excel, Microsoft Office, etc.)
• Be able to familiarize yourself with programs Calvary utilizes
• Teams
• Ministry Platform
• eSPACE
• Flexibility to work early, late, weekends and holidays
• Calvary is your home church which you attend weekly