Events and Volunteer Coordinator

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Seeking An Events and Volunteer Coordinator to join our Buffalo Area Services Team

Our Full Time Opportunities Offer

• Generous time off every year including 14 paid holidays, up to 3 personal days, vacation time, and sick time
• Employer funded Pension Plan (company contributions begin after 1 year of continuous employment)
• Comprehensive Health Care Coverage with low cost employee premiums, co-pays, and deductibles
• Company Paid Basic Term Life Insurance for Employee
• Long Term Disability Insurance
• Eligibility for supplemental insurance plans including Short Term Disability, AFLAC, and Voluntary Term Life
• Flexible Spending Account
• Eligibility for Federal Student Loan Forgiveness Program
• Tax Deferred Annuity (403B)
• Christmas Bonus

Scope And Purpose Of Position

The scope of the event coordinator's responsibilities is broad, encompassing all stages of event management, from conception to implementation to post-event evaluation. The key areas will be in strategic planning – collaborating with the development director and BAS leadership to define event goals, target audiences, and how events align with the organizations overall mission, fundraising targets, and strategic plan.

Responsibilities

• Logistics and Operations:
  Managing all practical aspects of events, such as:
• Venue Selection:
  Researching, proposing, and securing appropriate venues based on budget, accessibility, and event needs.
• Vendor Management:
  Identifying, negotiating with, and contracting various vendors (e.g., caterers, florists, AV providers, photographers, auctioneers, entertainers, security).
• Budget Management:
  Developing, tracking, and managing event budgets to ensure financial targets are met and costs are controlled.
• Scheduling and Timelines:
  Creating detailed timelines and ensuring all tasks are completed on schedule.
• Risk Management:
  
  Identifying potential risks and developing contingency plans (e.g., bad weather, technical issues).
• Compliance:
  Ensuring all events comply with relevant regulations, organizational protocols, and permits.
• Marketing and Promotion:
  Working with marketing and communications teams to:
• Promote Events:
  Developing and executing marketing strategies to attract attendees, including creating event collateral (invitations, flyers, signage), working with social media personnel, and coordinating with public relations.
• Attendee Management:
  Handling registrations, ticketing, guest lists, and sending out important updates and reminders.
• Fundraising and Sponsorship:
• Sponsor Cultivation:
  Working with the Director of Development and Donor Relations Director, researching, cultivating, and soliciting new and existing donors and corporate sponsors to secure funding and in-kind support for events.
• Donor Stewardship:
  Supporting donor relations and ensuring proper acknowledgment of sponsors and donors.
• Auction Management:
  If applicable, managing silent or live auctions, including soliciting donations, assembling packages, and overseeing the auction process.
• Red Kettle Campaign
• Contact all stores and kettle sites to secure locations after national contracts are approved.
• Serve as liaison between kettle site personnel and Corps Officers
• Explore various ways to increase kettle income.
• Volunteer Management:
  Coordinating with the Volunteer coordinator for recruitment, training, supervising, and managing volunteers for events, ensuring they understand their roles and contribute effectively.
• Secure, schedule, and follow up with volunteers and groups in writing, outlings their participation, including dates, times, locations, dress code and expectations.
• Develop and maintain a database of all participating volunteers and groups using the existing Sales Force database.
• Develop new relationships with companies, schools, and organizations that are willing to provide volunteer workers.
• Supervise all seasonal volunteers for the Toy Shop, Thanksgiving dinner, and sponsored families.
• Prepare and send thank you letters to all participating volunteers and groups
• Record and track all volunteer activities and hours
• Process volunteer opportunity applications, including…