Special Events Coordinator - Animal Shelter

Description

Are you compassionate about animals and have a desire to speak for those who cannot? For over 100 years, the Dumb Friends League has been working to end pet homelessness and animal suffering by providing a strong and steadfast voice for those who cannot speak for themselves. If you work well with people too, join our team and help us provide that voice.

Purpose of Position: The Special Events Coordinator will be responsible for assisting with the execution of signature events for the Dumb Friends League in collaboration with the Special Events Manager. The Special Events Coordinator will focus primarily on fundraising, cultivation, and stewardship events. This individual will engage guests by producing engaging events that support the League’s mission and values.

Responsibilities

• Collaborate with Development team for creation, execution, and coordination of Donor Stewardship events to help advance strategic fundraising objectives. Carry out pre-event planning and marketing, on-site coordination and production, and post-event follow up.
• Coordinate vendors for catering, event décor, audio-visual, etc., working within established event budgets. Ensure all vendors, materials, and staff are aligned with project management plans.
• Track event expenditures in accordance with the budget and create event documents including Run of Show, email communications, timelines, etc. for both internal and external stakeholders.
• Handle and respond to all event participant inquiries and RSVPs while managing multiple email accounts. Utilize CRM to manage RSVP forms for events.
• Work closely with Special Events Manager to support all other events including the annual Furry Scurry fundraising event by soliciting vendors, providing customer service to event participants, and other tasks as requested.
• Compile reports, post-event data and event summaries to evaluate successes and identify strategies and ideas for enhancements.
• Assist with conducting research on prospective constituents for engagement with events. Pull and review event guest lists, ensuring accuracy of data in coordination with Data Management team.
• Manage the recruitment, communication, and management of Special Event volunteers for events.
• Develop effective and collaborative relationships with League donors, staff, volunteers, and external partners.
• Serve as third party liaison for external event outreach and approved events. Coordinate staffing, educational materials, and marketing needs as needed.
• Update event SOPs as needed. Contribute to and lead initiatives to improve processes and procedures.
• Contribute to team efforts by accomplishing related tasks and special projects as requested.
  
  

People Care

People are the key to fulfilling our mission. Making internal and external patrons and their needs a primary focus is expected in all situations. This position interacts with and collaborates with employees at all levels of the organization. Communication occurs through face to face, telephone, and electronic interactions and may also include contact with the general public and League business partners. Communication and contact must be clear, understandable, cooperative, professional, and respectful in all circumstances. Employees are expected to actively support a positive team environment, directly address conflict, and appropriately express concerns.

Competencies

Competencies are work behaviors and expectations necessary for successful job performance. They encompass knowledge, skills, abilities, attitudes, and actions. Additional definitions for competencies may be obtained from Human Resources.

Organizational Key Competencies

• Integrity and Ethics
• Adapting to Change and Ambiguity
• Customer and Community Focus
• Emotional Intelligence
• Excellence
  
  

Position Key Competencies

• Analytical Thinking
• Community Partnerships
• Fiscal Responsibility
• Innovation & Creativity
• Project Management
• Collaboration
  
  

Supervisory or Managerial Responsibility

• Special Event Volunteers
  
  

Travel

• This position requires driving a company vehicle
• This position may require travel to different work sites
  
  

Full Time Benefits – Please visit our website for a comprehensive list of all offered benefits.

• Benefits (medical, dental, and vision)
• Flexible spending accounts
• Paid Time Off (PTO)
• Paid Sick Time
• Holiday Pay
• 401(k) with matching
• Sabbatical program
• And more!
  
  

Compensation: $24.79-$26.64 (starting pay commensurate with market, experience, and equity)

Schedule

• Available to work some evenings and weekends
  
  

Work Conditions And Physical Requirements

Performs work primarily in an office setting. Potentially prolonged periods of sitting and repetitive motion. May work in an area with high noise level. Work and event hours vary and include nights and weekends. Work at event days may be outside and requires ability to perform manual labor tasks. Manual labor tasks include continuous walking, bending, carrying, lifting, pushing, pulling, squatting, and repetitive motion. Tasks will occasionally include lifting objects more than 40 pounds. Work outside in weather extremes, both heat and cold. Potentially subject to animal bites and scratches. Exposure to cleaning chemicals, fumes, dust, animal dander, and feces.

We will begin reviewing applications as they are received and anticipate closing the application period on November 21, 2024.

Requirements

Position Qualifications

Knowledge/Skills/Abilities

• Ability to work independently with exemplary project management and multi-tasking skills, and ability to adapt to changing priorities, duties, and deadlines.
• Proficiency with Microsoft suite, especially Outlook, Excel, Teams, and Word.
• Exceptional organizational skills and high internal standards of quality service.
• Ability to maintain composure, objectivity and effectiveness in stressful, high-pressure situations.
• Clear, concise communication skills, both in writing and verbally.
• Ability to work well in a team environment and be self-motivated.
• Ability to maintain confidentiality.
  
  

Required

• Education: High School diploma
• Work Experience: Three years of experience in coordinating, planning, and executing special events of varying size.
• Special Training, Certification or Licensure: Valid driver’s license and insurable driving record.
  
  

Desired

• Experience with stewardship or fundraising events
• Experience working with volunteers in a non-profit environment
• Experience in vendor relationships and familiarity with contracts
• Experience handling and resolving customer issues
• Proficiency with fundraising database software
• Knowledge of animal welfare issues