Address
Form of workThe Special Events Coordinator will be responsible for helping plan, support and coordinating event logistics for YMCA corporate events under the supervision of the Associate Vice President of Corporate Events and Community Relations. Special Events Coordinator will maintain relationships with vendors, manage communications with staff support, community stakeholders, as well as, planning event details including seating assignment, event entertainment, decor, nametags, table placement, marketing materials, etc. The Special Events Coordinator will also be responsible for identifying and soliciting donations and/or sponsorships from potential businesses and donors. This position will utilize data systems, apps, and other technological platforms to create efficiencies, facilitate registrations, create reports, and support the finance team booking process.
Essential Functions / Job Duties:
- Plans and coordinates logistics of corporate events & programming (Beach Ball, MLK, Veterans, Women Know Y, etc.).
- Maintains effective communications with vendors and community stakeholders.
- Proactively works towards developing relations and stewarding current donors/ sponsors.
- Attends meetings, puts packets together, creates and maintain mailing lists, creates letters, organizes event materials as requested.
- Works closely with the internal YMCA marketing and communication team in relation to Corporate Events and social media.
- Inputs cultivation / solicitation information in system, maintain dashboards, monitor team goals, metrics, etc.
- Identifies opportunities and connects with event supporters and stakeholders quarterly to enhance relationships.
- Manages and maintains tracking system to measure successes and progress toward goals to provide weekly updates to manage success.
- Manages One Cause platform for WKY through ticketing, payment, and reporting.
- Assists in managing event revenue and budgeting.
- Creates communication to thank sponsors and ensure invoicing occurs.
- Supports management of multiyear sponsors.
- Manages weekly reporting for Women Know Y
- Inputs marketing tickets to support event needs and assists in proofing.
- Prepares call logs of all communication with potential new and existing members.
- Ensures invoicing, billing, and collection of all donations & memberships are received and accounted for.
- Inputs cultivation /solicitation information in system, maintain dashboards, monitor team goals, and metrics.
- Develops a tracking system to measure successes and progress toward goals to provide weekly updates to manage success.
- Updates AVP of Corporate Events regarding progress of donor research, WKY and event planning.
- Assists with fundraising initiatives to include recruitment of sponsors, participants and volunteers and managing staff volunteers.
- Prepares "Thank you "and donation request letters for donors and or sponsors.
- Assists in monthly reporting recaps (Board, Finance, DEI, WKY).
- Tracks daily successes and progress made towards goals.
- Keep listing of daily activities and support verbal donation requests with written letters.
- Attends all set up, prep and day of event operations.
- Manages and organizes marketing & supplies for events.
- Owns supply and award ordering.
- Supports communication to Family Centers regarding corporate events, tables, RSVPs, information for FC Boards, event marketing for Family Centers.
- Works with AVP regarding weekly & monthly priorities & goals to support scheduling.
- Participates in identifying vendors and locations as they relate to corporate events by ensuring timely payments of all vendors and maintaining effective communications with vendors and community stakeholders.
- Understands and acts in accordance with policies, procedures, philosophies, and core values of the YMCA.
Position Profile:
- Innate desire to provide excellent customer service.
- Enjoys interacting with individuals of all levels.
- Emotionally mature, able to initiate, conduct and navigate difficult conversations with individuals at all levels.
Qualifications, Skills, and Abilities / Position Requirements:
- High School Diploma or GED.
- Associate degree, a plus.
- Minimum of three to five years of event planning experience.
- Bilingual, English and Spanish, a plus.
- Excellent communication skills, both verbal and written.
- Strong interpersonal skills: ability to interact with individuals at all levels.
- Team player with collaborative can do spirit.
- Verbal, written communication and timely follow-up are essential skills needed as this position supports the YMCA of South Florida's signature event.
- Proficient in Microsoft Office Products (Word, Excel, and Power Point).
- Proficient in data management.
- Ability to maintain confidentiality and handle sensitive situations.
- Ability to multitask, while maintaining excellent follow through.
- Ability to work independently and meet deadlines.
- Self-motivated, organized, with an excellent eye for detail.
- Strong initiative skills, self-motivated, positive attitude, and passion for the great good of the community.
As a condition of employment and a Drug-Free Workplace you will be required to submit to and satisfactorily clear a thorough Level II fingerprinting background screening and drug test.
Failure to complete the drug test will automatically disqualify you from employment. Please note Medical Marijuana cards do not exempt you from successfully passing your drug test.
The YMCA of South Florida is committed to the policy of Equal Opportunity prohibiting discrimination in the workplace because of race, color, religion, national origin, sexual orientation, political affiliation, age or disability.
