YWCAGreater Cleveland

JOB DESCRIPTION
Job Title: / Coordinator, Special Events
Basic
Function: / Assist with the implementation of allfundraising and revenue-generating events for YWCA Greater Cleveland, ensuring that all details forexecution of these events are delivered and met as planned. Assist with theplanning and managing ofYWCA’s Women’s Leadership Initiative events and programs. Update customer relationship management database. Support marketing, public relations and fund development initiatives.
Reports To: / Manager, Special Events
Principal Responsibilities:
Assist the Manager, Special Events with the implementation of fundraising and revenue- generating events for YWCA Greater Cleveland, ensuring that all details for execution of these events are delivered and met as planned.
Provide assistance to ensures that all details of event(s) from the venue, vendors, marketing and communications are achieved in a timely manner and within budget
  • Follows and delivers all administrative details from established checklist for events to include but not limited to:
a)Ensures all administrative logistics are in place from dais and room set up, technical requirements are met (audio, video), meeting, registration placement and set up, signage required
b)Create name tents and name tags as requested
c)Any other materials/handouts requested/required for the event
d)Program placement at all seats including dais
  • Records and tracks vendors (costs) utilized in event
a)Obtains all final invoices from all vendors related to event
b)Records and tracks all expenses for fundraising and revenue generated events
c)Provide weekly update and report of all event expenses to Manager, Special Events
  • Supports marketing in delivering strategy to promote event
a)Per Manager, Special Events provides administrative logistical details to marketing to include in all printed material
a)Updates marketing on any changes or revisions to event logistics
b)Participates in meetings with marketing to discuss any details/tactics required for increased participation
c)Assist with the conception and distribution of invitations, programs, press releases, website and other marketing materials for events.
  • Communicates and updates on an approved schedule of event-related activities
a)Utilizes reporting format to provide updates at weekly meetings
b)Prepares, presents monthly report to development and marketing team
c)Provides both written and oral communications based on calendar developed for tasks before, during and after event
  • Other major event duties as assigned
d)Executes any other duties identified related to the tactics for a successful events
Constituent Database Management
  • Maintain integrity of fundraising database and software used for events
  • Enter and updateinformation in fundraising database
  • Run queries and export mailing lists with appropriate specifications
Provides administrative support of Volunteer Program for special events
  • Provide ongoing internal and external communications to obtain consistent YWCA event volunteers available upon call
  • Assist with development and delivery of volunteer training curriculum with minimum of 3 trainings per year
  • Assist with the ongoing training, communication and recognition program for event volunteers

  • Assist with determining volunteer needs for each event, and the creation ofvolunteer job descriptions from each event to support volunteer placement
Assist the Manager of Learning Programs with planning and implementation of the Women’s Leadership Initiatives events and programs
  • Follows and delivers all administrative details from established checklist for WLI events and programs to include but not limited to:
a)Ensures all administrative logistics are in place including room set up, technical requirements are met (audio, video), facilitator’s needs are met, registration placement and set up, signage required
b)Create name tents and name tags as requested
c)Prepare, compile and distribute any other materials/handouts requested/required for the event and program
  • Communicates and provides updates on an approved schedule event-and program related activities
a)Prepares, presents weekly report to provide updates of progress at weekly meetings with Manager of Learning Programs
b)Provides both written and oral communications based on calendar developed for tasks before, during and after WLI events and programs
  • Manages vendors (costs) utilized in WLI events and programs
a)Negotiates favorable vendor contracts associated to WLI events and programs
b)Maintains detailed records on vendors used, quantities, and associated costs
c) Ensures favorable relationships for long-term impacts for future WLI events and programs
d)Obtains all final invoices from all vendors related to WLI events and programs
  • Manages expenses for all WLI events and programs
a)Record and tracks all expenses for WLI events and programs
  • Under the direction of the Manager of Learning Programs ensures that all WLI participants needs are met
a)Provides both written and oral communication to WLI participants
b)Provide exceptional customer service to all WLI participants
c)Answer all incoming inquiries regarding WLI events and programs
d)Market and drive participation to all WLI events and programs
e)Act as liaison in the absence of Manager of Learning Programs at WLI events and programs
Qualifications:
  1. A Bachelor’s degree- preferably in business, marketing, communications, hospitality management and or related field.
  2. Experience withhospitality, marketing, communications, public relations, customer service or similar work experience is required with at least one-two years managing small andlarge (1000+ attendee) special events preferred
  3. Intermediate to advanced level working knowledge of Microsoft Office
  4. Working knowledge of customer relationship management software; Raiser’s Edge preferred
  5. Comfortable in meeting special event goals in a metric-driven culture
  6. Strong oral and written communication skills
  7. Excels in working independently and on teams
  8. Some evenings and weekends are required

  1. Values the mission of the YWCA

YWCACoordinator, Special Events Description, June 2017