Special Events Coordinator

Our Mission and Values:

To enable all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens.

Self-Determination: We believe that every child is capable of greatness and has the liberty to make choices that can lead to a better life. Our role is not to prescribe a path for young people but to inspire and enable them to uncover their own unique strengths, gifts, and abilities.

Optimism: Serving young people is itself a hopeful act. We believe the best is possible for our youth, which inspires us to maintain a strong work ethic, actively engage in solving problems, and remain flexible during difficult periods.

Accountability: We do what we say and hold each other to the highest standards; we are impeccable stewards of all our resources.

Respect: We honor diversity and inclusion, treat others with respect, and express gratitude; we embrace alternative ways of thinking.

Excellence: We excel in service delivery, rigorously measure impact, and continuously work to improve ourselves and our organization; we are innovative.

Position Overview: The Boys and Girls Club of Henderson County seeks a dynamic and dedicated Full-Time Special Events Coordinator to join our team. Our ideal candidate for this role should be a successful and enthusiastic individual willing to produce events from conception to completion.

The Special Event Coordinator's responsibilities include providing outstanding customer service and organizing memorable events that meet quality & fundraising expectations.

The role of a major event coordinator within our organization differs from that of a for-profit event coordinator. The primary aim of our major events is to raise funds and manage donor relationships. Therefore, events must be designed with a sponsorship mindset. The secondary aspect of this role involves organizing family engagement events, where the focus is on improving our relationships with the parents of our members. Unlike fundraising events, family engagement events are not designed to raise money but rather to build stronger relationships with the parents of our members and the members of our community.

Key Responsibilities:

• Interviewing donors and prospective donors to identify their needs and expectations for the event while keeping in mind our desired goals for that event–generally fundraising.
• Taking financial constraints and time constraints into consideration when planning events.
• Create detailed event proposals and present them to the donors, site manager, and leadership to discuss changes.
• Exploring different vendors to obtain the best quality for the lowest price for catering, decorations, music, etc.
• Booking venues and scheduling arrivals of guests, special guests, and speakers.
• Overseeing event rehearsals and resolving any issues that arise.
• Assessing risks and preparing ahead for possible obstacles on the event day.
• Handling vendor contracts and arranging transportation for the whole event.
• Track finances to stay within budget and make payments to vendors and suppliers.
• Monitoring and overseeing events during preparation, setup, tear down, and follow-up processes.
• Collaborate with other staff members to coordinate and execute club events, programs, and special activities.
• Monitor and maintain a safe and clean environment, reporting any safety hazards or issues to the appropriate personnel, ordering and stocking first aid supplies, and distributing member's prescribed medications as necessary.
• Support the implementation of club policies and procedures to ensure all members' and staff's safety and well-being.
• Communicate effectively with donors, staff, parents, and guardians, providing updates on club activities, events, and member progress.
• Attend staff meetings, trainings, and professional development sessions to enhance skills and knowledge relevant to the role.

Qualifications:

• High school diploma or equivalent required.
• Previous experience working with children and youth in a club, camp, school, or similar setting is a plus.
• Excellent interpersonal and communication skills, with the ability to relate to diverse groups of people.
• Strong organizational skills and attention to detail.
• Ability to multitask and manage time effectively in a fast-paced environment.
• Proficiency in basic computer software (Google Suite) and willingness to learn new software systems.
• Experience using CRM software is a plus.
• Passion for working with young people and contributing to their positive development.
• Flexibility in working a schedule, including evenings and weekends, as needed.
• A commitment to the mission and values of the Boys and Girls Club organization.
• Must pass a criminal background check and drug screen.

Benefits:

• Living Wage Certified Employer
• Flexible schedule
• Flextime
• Opportunities for advancement
• 20 days of paid time off available
• Paid on-the-job training
• Up to 10 annual paid Holidays off *

Physical Requirements/Work Environment:

Physical requirements include some physical exertion such as lifting, stretching, and bending in the Club setting and can include sitting and standing for long periods.

Note: This job description is intended to provide a general overview of the position. It is not intended to be an exhaustive list of all responsibilities, duties, skills, or qualifications required for the role.

Job Type: Full-time

Pay: $21.63 - $24.04 per hour (40k-50k) per year

Expected hours: Full-time; 40 hours per week

Benefits:

• 401(k) matching
• Dental Insurance
• Flexible schedule
• Health insurance
• On-the-job training
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Vision insurance

Experience level:

One year

Time of Day:

8-hour shift

Day shift

Weekly day range:

Monday to Friday

Work setting:

In-person

Experience:

1 year minimum

Ability to Relocate:

Hendersonville, NC 28792: Relocate before starting work (Required)

Work Location: In person

Job Type: Full-time

Pay: $21.63 - $24.04 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Special Events Coordinator: 1 year (Preferred)

Ability to Commute:

• Hendersonville, NC 28792 (Preferred)

Ability to Relocate:

• Hendersonville, NC 28792: Relocate before starting work (Required)

Work Location: In person