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Special Events Coordinator

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Vitamin T needs Special Events Coordinator, but not just any Special Events Coordinator. Those who make the cut will have experience facilitating crowds in excess of 1500 people. No small feat. You should also have experience dealing with vendors of all types and working with Executive level clientele with ease and grace.

Job Description:
Plan, schedule, manage, implement, and evaluate a sizable portfolio of donor and staff events. This is a demanding position, one that requires the highest standards of excellence and attention to detail in event planning and execution necessary to represent JFMD appropriately to its donors and guests. Characteristic duties and responsibilities may change over time to reflect the evolving needs and priorities.

Responsibilities
• Plan, coordinate and execute all event details in the most professional manner for major Federation events. This includes managing logistics, budget, marketing, venue selection, invitations, e-mail communications, program, agenda, flowers, décor, donor recognition, speaker arrangements, entertainment, hotel accommodations, audio-visual needs, room reservations, site designs, facility arrangements, catering needs, seating assignments, negotiating business terms of selected vendors, parking, transportation, other vendor services as necessary, recruiting of other event staff, and negotiating cost efficiencies.
Events include, but are not limited to:
Major Gift Events, Community Campaign Events, Awards Night, Florida Event, Women’s Annual Meeting, Federation Forum, Generations Society, Thanks Event, EPIC, Latke Vodka, and Pitch.
• Plan and coordinate all aspects of the Fisher Meeting - Federation's highest level fundraising meeting.
• Plan and coordinate all aspects of the Federation and Foundation Combined Annual Meeting and Annual Officers Dinner with proper recognition of the Butzel Awardee (Federation's highest honor awarded at the Annual Meeting).
• Plan and coordinate major events such as, but not limited to, the General Assembly and communications with other Federations.
• Manage changes to the Event Schedule looking forward 18 months to 2 years.
• Communicate event details with event leads and supervisor throughout the event planning process.
• Staff events, including oversight of site set-up, vendor arrangements, and recruiting and managing additional event personnel.
• Provide advice and training about event planning to other staff.
• Track event budgets and expense summaries.
• Work with Marketing to design and create branding for events which includes, but is not limited to, banners, invitations, signage, posters, and e-blasts.
• Provide support for Federation’s role at constituent agency meetings and events.
• Act as a liaison to Federation’s constituent agencies for their event planning.
• Assist Chief Executive Officer and Chief Administrative Officer with special projects as needed.
• Assist the Executive Team with special projects as needed, including Microsoft Office and PowerPoint support.

Required Qualifications
• Ability to work autonomously as well as on a team in a fast-paced environment.
• Experience handling a high volume of tasks with tight deadlines under pressure and with accuracy.
• Minimum three years’ experience successfully coordinating events.
• Availability to staff events on weekends and before 8 a.m. and after 5 p.m. on weekdays.
• Valid driver's license and vehicle to pick up and deliver materials in preparation for events.
• Bachelor's degree or an equivalent combination of education and experience.
• High School Diploma required.
• Excellent interpersonal skills and strong oral and written communication skills.
• Resourceful and highly organized. Ability to manage an event from start to finish.
• Capable of developing solid lay and staff relationships.
• Professionalism and attention to detail is a MUST.
• Safeguard confidential information.
• Able to function well among colleagues and guests under high-pressure situations.
• Flexibility with changing circumstances.
• Extensive knowledge and working experience with personal computers and database management. Proficiency in Microsoft Office including Excel, Word, Access and PowerPoint.

Desired Qualifications
• Experience working in a non-profit sector.
• Knowledge of Federation’s policies and procedures.
• Familiarity with Raiser’s Edge.

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