Special Events Coordinator

But today, we are The Y, an association that values and is made stronger by its diverse people

Job Description

The Special Events Coordinator will manage and oversee all details associated with Development Events including but not limited to event planning, communication and execution. This position will work with the development team in addition to a variety of individuals and groups internally and externally. The Special Events Director is responsible for establishing a timeline for each event and working within budget while executing high-quality and impactful events and meeting desired outcomes.

This job announcement is not intended to be inclusive of all functions, responsibilities and qualifications associated with the position, however, representative of the essential job functions and typical criteria considered necessary to successfully perform the position.

Qualifications

• Associate degree with 3 to 5 years full-time experience
• Must have previous experience with events serving between 3,000- 5,000 participants
• Must have experience recruiting and managing event sponsors and volunteers
• Demonstrated proficiency in overseeing all aspects of a 5K race and managing large groups of volunteers and race components
• Outstanding marketing and communication skills in multiple environments and with a range of audiences (internal and external)
• Experience using social media
• Experience managing race site databases
• Ability to multitask, prioritize, make efficient decisions, and delegate in a fast-paced
• CPR/AED for the Professional Rescuer, Oxygen, and First Aid certified (training available upon hiring)
  
  

Essential Functions

• Responsible for developing a strategic plan that incorporates all YMCA Development Department events.
• Responsible for providing communication, direction, and follow-up with other departments needed to help execute the events.
• Accountable for ensuring that all required onsite activities and tasks are completed for any given event.
• Ensures that all event data (costs, number of attendees, etc…) are tracked and reported.
• Serves as the Y’s main point of contact and manages all relationships specific to event e., venues, vendors, sponsors, third-party service providers, medical/safety providers, and volunteers.
• Ensures that contracts, deposits, insurance coverage and all event-related documents are properly processed
• Manages the organization, logistics, communication and execution of all events.
• Point of command and final authority for all events onsite.
• Responsible for maintaining a safe and enjoyable environment throughout the event.
• Will work closely with the development team on other projects and campaigns.