Special Events Coordinator

JobTitle

Special Events Coordinator

Reports to

Director of Development

The mission of Hope of the Valley Rescue Mission (HOTV) is to prevent, reduce, and eliminate poverty, hunger, and homelessness.

JobPurpose

The Assistant Events Coordinator will demonstrate the mission and vision of Hope the Mission by

working with the development department to plan and execute events. This role reports to and works closely with the Director of Development to coordinate events to support fundraising, donor engagement, marketing and promotion of the mission's initiatives.

Expertise and Key Responsibilities In addition to being a vital representative of the organization, the Director of Development:

• The Assistant Coordinator, Special Events is responsible for coordination, preparation, and timely, effective implementation of Hope the Missions Special Events (e.g., fundraising dinners, receptions, conferences, Office of the President events, etc.)

• Create, distribute and update a Special Event Plan for each event on behalf of Supervisor,

communicating with all necessary parties to ensure all elements are coordinated and addressed in a timely manner

• Obtain, review, and ensure timely execution of contracts and/or service agreements required for implementation of an event, such as for venue, catering, entertainment, etc
• Facilitate fulfillment of vendor requirements including: purchase orders, certificates of insurance, heavy equipment needs, coordination of schedules, and pick-up/delivery of event supplies

• Coordinate and assist in the execution of internal events

• Assist with departmental major events
• Organize and execute event related tasks in preparation for events
• Collaborate with volunteer manager to manage volunteers for events
• Create an unparalleled experience for all the volunteers and volunteer leadership that we recruit and that partner with us to crate impactful events
• Ensure that event day management as well as pre and post events details, tear down and/or

clean-up are thorough and excellently executed including painting checklists, scheduling tasks, such as back timing, calendaring and creating schedules for activities.

Assistant Events Coordinator October 2022 Department of Human Resources

Qualifications

• The ideal candidate will have at least 2-5 years of progressive responsibility in similar or related roles, with at least 3 years of event planning experience.

• Bachelor's degree in Communications, Business Administration, or related field or equivalent experience working with communications and/or development programs for a non-profit agency required.

• Ability to speak in public

• Able to multitask and prioritize needs.

• Great people skills and possess an ability to build and maintain quality relationships with volunteers, departments, corporations and donors.

• Understands and supports the Mission and Vision of Hope of the Valley Rescue Mission

• Excellent written and verbal communication skills, including presentation skills.
• Prior experience writing communication materials.

• PC/MAC proficiency
• Proficient with database applications.

• Possess the necessary initiative, adaptability, and responsibility to work with minimum supervision.

• Excellent time management skills. Must possess the ability to meet deadlines and work with attention to detail.
• Must possess excellent problem-solving skills.

• Ability to interact with others professionally.

• A criminal background check is required.
• Travel required.

• A Valid CA driver's license is required.
• Salary contingent upon skills and experience.

Employment Classification

• Payroll Status: Hourly
• Work Schedule: Full-Time

• FLSA Status:Non- Exempt

Working conditions

Physical Demands, Environmental Conditions, Equipment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Employee is required to: walk and climb stairs; Have an ability to lift up to 25 lbs. Handle, finger, grasp and feel objects and equipment; Reach with hands and arms; Communicate, receive and exchange ideas, information by means of the spoken and written word; Be mobile by moving oneself from place to place quickly and easily; Repeat various motions with the wrists, hands and fingers; Be able to have visual activity for (including, but not limited to) administrative tasks; Drive vehicle in and around Los Angeles County; Be able to enter various buildings that may require climbing stairs. Be periodically subjected to outside environmental conditions. Use a desktop and/or laptop computer; copy, postage and fax machines. Complete all required forms in personal writing.

I have read and fully understand the description of the position I have accepted. I also acknowledge that the description of this position will evolve and change to reflect the organization's dynamic needs. Therefore, I understand and accept that this position may be altered at any time. With my signature below, I acknowledge that I have received a copy of the above job description. I understand that if I have questions regarding my job duties and or responsibilities, I should contact my immediate supervisor or the Human Resources Department.