Special Events Coordinator

Title: Special Events Coordinator

Location: Administrative Office

Category: Full-Time, Non-Exempt

Reports To: Director of Resource Development

Pay Rate: $22.00/hr - $24.04/hr (depending on experience)

Schedule: Mon-Fri, 8 hours per day (Flexible schedule as determined by event needs. Occasional evening and weekend work required.)

Job Summary

The Special Events Coordinator is responsible for planning and executing fundraising events that support the organization's mission and development goals. This role manages event logistics, marketing, event sponsorships, guest registration, and day-of operations. The Coordinator works closely with the Resource Development team and event committee to ensure smooth execution and successful fundraising target outcomes. This role includes specific fundraising goals tied to performance and plays a key role in advancing Boys & Girls Clubs of Thurston County's visibility and financial sustainability.

Essential Job Responsibilities

Event Logistics Management

• Lead event steering committee meetings.
• Serve as the lead coordinator for major Boys & Girls Clubs of Thurston County (BGCTC) events: Born to Be Wild Auction, Foundation for the Future Breakfast, and Youth of the Year Celebration.
• Oversee all event logistics, including but not limited to facility rentals, décor, audio/visual support, and catering.
• Manage day-of event operations, coordinating support from the Resource Development and Administrative Office teams.
  
  

Procurement & Guest Management

• Lead recruitment efforts of event sponsors and auction item donors in collaboration with the Resource Development team and Event Committee.
• Cultivate relationships with local media, Club parents, supporters, neighboring Club organizations, businesses, and non-profit organizations to establish rapport and secure in-kind donations.
• Manage guest registrations and maintain event database.
• Coordinate and troubleshoot issues as needed with adaptability and a customer-service oriented approach.
• Travel as needed for procurement, event coordination, or community engagement.
  
  

Event Marketing & Community Engagement

• Collaborate with the Resource Development team to develop marketing strategies that support fundraising campaigns.
• Create and distribute event marketing materials (e.g., invitations, programs, flyers).
• Assist in producing promotional and event-related videos.
• Secure in-kind advertising and develop content for print, radio, TV and digital ads.
• Write and submit press releases about events to local media.
• Represent BGCTC at Chamber of Commerce events and other community outreach opportunities.
• Support third-party event planning and help identify new outreach opportunities.
  
  

Administrative Support

• Manage event budgets and track expenses.
• Attend trainings, staff meetings, board meetings, and committee meetings as requested.
• Travel between Club sites and other locations as needed.
• Participate in meetings with administrative staff, community partners, and others as requested.
• Assume other tasks, assignments, and responsibilities as needed or directed.
  
  

Required Qualifications

• At least 21 years of age.
• Strong communication, writing, and interpersonal skills.
• Self-motivated with excellent time management and organizational skills.
• Attention to detail and ability to manage multiple priorities and deadlines.
• Strong editing and proofreading skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, etc.) and social media platforms.
• Experience with design and publishing tools such as Canva, Adobe InDesign, or Adobe Photoshop.
• Willingness to learn new software and tools as needed.
• Ability to work in a kid-centered environment and represent the organization positively.
• CPR and First Aid certifications (course available upon hire).
• Must pass national background check and drug screening (in accordance with RCW 49.44.240).
  
  

Preferred Qualifications

• Bachelor's degree in marketing, communications, graphic design, or related field (or equivalent relevant experience).
• Experience with social media growth strategies and community engagement.
• Background in photography and/or video production.
• Experience working in the non-profit sector and knowledge of Thurston County communities.
  
  

BENEFITS (Enrollment Requirements And Waiting Periods May Apply)

• 100% employer-paid medical, dental, vision, life, and long-term disability coverage for employees.
• Optional dependent coverage at the employee's expense.
• 100% employer-paid retirement contribution (6% of gross annual salary).
• Paid vacation:
• Two weeks for 0-3 BGCTC years of service.
• Three weeks for 3+ years of service.
• Mileage reimbursement per organizational policy.
  

Work Environment & Physical Requirements

This position operates primarily in an office-based indoor setting and uses standard office equipment such as computers, phones, copiers, and filing systems. It will require travel between Club sites and sometimes to off-site locations for trainings, meetings, or event support.

The role requires physical, mental, and emotional stamina to work in dynamic and sometimes high-energy environments. Duties may involve standing, walking, sitting, climbing stairs, and using hands for various tasks. The employee must be able to lift up to 25 pounds and move about the work environment with sufficient agility to push/pull, squat, bend, stoop, twist, and reach overhead.

Additional Requirements Include

• Manual dexterity to write, use phones and computers, and operate a vehicle.
• Visual and auditory ability to read materials, engage in conversation, and lead groups.
• Mental acuity to assess and respond to situations, collect and interpret data, solve problems, and make sound decisions.
• Ability to handle noise and activity generated by youth in enclosed environments.
• Strong interpersonal skills and flexibility to collaborate with a wide variety of individuals.
  
  

DISCLAIMER

The information presented here indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor is it to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.

About Us

Founded in 2001, Boys & Girls Clubs of Thurston County (BGCTC) inspires and enables youth to realize their greatness. With nine Clubs across Lacey, Olympia, Rochester, Tenino, Tumwater, and Yelm, we serve over 1,500 youth and teens each year in safe, fun, and supportive spaces during out-of-school time. BGCTC is led by CEO Shellica Trevino and supported by a strong Board of Directors and nearly 75 employees.

Visit www.bgctc.org to learn more about our organization.

Boys & Girls Clubs of Thurston County is committed to equal employment opportunity. We prohibit discrimination and harassment based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or other status protected by applicable federal, state, or local laws.