The Events Coordinator works collaboratively as an important member of the External Affairs team. Primary responsibilities include planning, organizing and executing events and activities to fundraise for ChicagoCAC and increase awareness of its mission. Detail oriented and highly organized, the Events Coordinator executes major fundraising events as well as awareness-building and smaller special events. This position is responsible for all operational aspects of events, including planning, logistics, calendar and deadlines, vendor relationships, data tracking and input, reports and support of event committees and volunteers.
Plan, coordinate and execute fundraising, outreach, third party and other special events.
Work with Director of Development, External Affairs colleagues and event planning committees to implement each aspect of ChicagoCAC’s events, including entertainment, food and beverage, décor, donated supplies and silent auction items.
Serve as a contact for event sponsors, building relationships and staying in communication about sponsor benefits, event logistics, guests, and other event-related details.
Support teams and committees for each event including staff, board and volunteers by leading meetings, preparing minutes and providing prompt and professional service.
Maintain timelines and calendars for events, including deadlines, action times and milestones.
Coordinate and implement appropriate invitation and solicitation mailings to donors, corporate event sponsors, event leaders, committees, in-kind donors, and other selected guests.
Solicit, review and recommend vendors and contracts.
Manage event ticket sales and track income, collaborating with External Affairs and accounting colleagues.
Organize silent auctions, including collecting, organizing and packaging donated items, writing item descriptions and managing the online bidding software.
Work collegially with other External Affairs colleagues in developing event-related web and print materials, including invitations, e-blasts, programs, auction catalogues, and signs.
Oversee event volunteers and respond to inquiries regarding other volunteer opportunities, including reviewing applications, organizing volunteer events and tracking volunteer involvement.
Anticipate and attend to the special needs of celebrities and VIP guests at events.
Work with External Affairs Assistant to insure event data is input into The Raiser’s Edge and reports for agency leaders, planning committees, Boards, and other stakeholders are prepared.
Attend all events and planning meetings, with the ability to flex work hours, as needed.
Perform other duties as assigned.
A Bachelor’s degree is required. Preference is given to those with experience in nonprofit event planning, sponsorship solicitation, and fundraising. Must be highly skilled in MS Office, particularly Word, Excel and Outlook. Working knowledge of Adobe Creative Suite, AES and The Raiser’s Edge is preferred. This position requires excellent communication skills, the ability to prioritize and multitask, pay close attention to detail, think critically, maintain high ethical standards, exercise diplomacy, maintain high standards of customer service, work under time pressures and meet deadlines. Must be able to work well independently as well as collaboratively with colleagues and volunteers in a fast-paced, deadline driven environment. Time flexibility for evening and/or weekend work is required.