Event Coordinator

POSITION: Event Coordinator

DEPARTMENT: Marketing & Communications

REPORTS TO: Director of Marketing

FLSA: Full Time, Exempt

PAY GRADE: 3

POSITION OVERVIEW

The Event Coordinator works across the entire organization, serving as a collaborator and the lead project manager to ensure the seamless planning, execution, and reporting of small to large-scale donor, community, stakeholder, virtual, and public events to drive donor and public engagement, visibility, and fundraising for United Way of Metro Chicago.

CORE RESPONSIBILITIES

Event Coordination & Administration:

Serve as the organization’s lead project manager for 3 to 5 annual Level 1 “Signature Events” as well as other one-off major external events as needed. Manage all event logistics leading up to the day of the event and serve as the primary event lead on the day of the event; logistics include, but may not be limited to, the following:

• Event Administration and Logistics Execution
  • Create and Update event briefs as needed
  • Coordinate and monitor event timelines and ensure deadlines are met
  • Coordinate cross-departmental planning committees and lead agendas for meetings
  • Identify venues for events and negotiate venue rates
  • Finalize and process contracts
  • Set menus and arrange food and beverage service
  • Plan layout of event space
  • Manage event budgets, process check requests, invoicing, and reporting
  • Coordinate details for all event speakers, vendors, and participants
  • Attend the event to ensure seamless execution
  • Close out all event details as required and generate event postmortems

• Event Marketing
  • Project manage and work with Graphic Designer (via Trello) to design all event promotional and day-of materials, including, but not limited to invites, collateral, on-site signage, nametags, distribution materials, gift bags, registration details, attendance lists, seating cards, etc.
  • Schedule photography and video, if appropriate
  • Work with and provide direction to Web Developer (via Trello) to ensure event landing page on liveunitedchicago.org and confirmation emails are correctly built
  • Build event registrations and registration surveys, manage RSVPs, track event attendance (via CRM system/registration platform), and upload event information.
  • Monitor the designated inboxes for all event specific e-communications and provide timely responses

• Organizational Event Coordination
  • Maintain United Way annual events calendar and manage distribution of event information to relevant team members
  • Maintain inventory of general event materials, e.g. backdrops, easels, clipboards, display materials
  • Assist in ordering and purchasing supplies for events
  • Work with Web Developer to ensure all event details on liveunitedchicago.org are accurate and up-to-date

Event Consultation:

Serve as a consultant and Marketing & Communications department liaison with staff event leads from other departments on Level 2 and Level 3 events as well as other one-off minor internal and external events as needed. Lend knowledge and expertise to ensure successful execution of event by other designated staff leads. This work includes, but may not be limited to, the following:

• Review submitted event briefs and ensure event leads review event checklist
• Work with Graphic Designer to design requested promotional event materials
• Work with Web Developer to ensure event landing page on liveunitedchicago.org and confirmation emails are correctly built
• Build event registrations and registration surveys

REQUIRED QUALIFICATIONS

• Bachelor’s degree or equivalent experience.
• Minimum of 2-3 years event project management experience. Non-profit or fundraising experience a plus
• Proven experience in the following areas:
  • Event management
  • Digital communication development and distribution
  • Working with creative teams (copy writer, designer, web developer)
  • Budget management
• Ability to occasionally work before or after standard work hours or occasional weekends as necessary for event.
• Ability to travel across Chicago and United Way of Metro Chicago’s service region.
• Solid project management skills with the ability to effectively prioritize workload and diligently follow through on all projects.

• High degree of flexibility (with projects and schedule) and the ability to change course.

• Excellent interpersonal, organizational, verbal and written communication skills.
• Possess a creative, collaborative and entrepreneurial spirit, that is balanced with being practical.
• Meticulous attention to detail, resourceful, and a desire to deliver a high level of customer service.

• Proficiency with Microsoft Office, Microsoft Teams, Zoom Webinar, Trello, SmartSheets, CRM systems experience preferred.
• Photography, Social Media experience a plus.
• PHYSICAL DEMANDS: This position is frequently required to carry and transport boxes and other event materials. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

PERSONAL ATTRIBUTES:

• Guided by a clear set of Core Values and Behaviors – Equity Minded, Passionate About the Work, A Good Teammate and Curious, youwill join an impressive group of individuals and contribute your diverse set of experiences, skills and characteristics to the organization
• Accepts guidance and responds well to feedback
• Displays maturity, good judgment, enthusiasm and personal motivation
• Strong interpersonal skills including the ability to anticipate workload and effectively cultivate and leverage relationships with colleagues to meet deadlines
• Collaborative entrepreneurial spirit, ability to multi-task and prioritize concurrent projects and day-to-day tasks within a high production and fast-paced environment

BENEFITS OFFERED:

TO APPLY:Candidates must officially apply through our website with a cover letter and resume along with two writing samples that best demonstrate their recent work.

The responsibilities listed above are intended to describe the general nature and scope of work required in the role. The above is not intended to be an exhaustive list of all responsibilities and duties required. The incumbent may asked to perform other duties as assigned.

We believe the term “diversity” incorporates all the characteristics that make us both alike and unique: our backgrounds, cultures, nationalities, lifestyles, identities, gender, points of view, approaches to solving problems, ways of working, and views of personal and career success.

It is the intent of United Way to follow both the letter and the spirit of local, state and federal laws governing Equal Opportunity Employment as those laws exist today and as they may change in the future.