The Special Events Coordinator for the Foundation is responsible for administrative and logistical support for the Foundation’s fundraising events, including the Foundation Gala, Foundation Golf Classic, SAX 4 MILER, and Fashion with Compassion, the marquis fundraising event for St. Joseph’s Children’s Hospital, and all other third-party events.
This position supports the Manager, Strategic Events position in all administrative, branding, and logistical tasks required for the Foundation’s fundraising events, specifically involved in the rollout of each event’s communication plan and the production of required signage and materials for each event.
• Manage the creation of the event ad journal for two major fundraising events annually, communicating with nearly 100 major donors and ensuring timely production, high-quality design, and strong collaboration with our sponsors at each event.
• Support the event committees by designing engaging slide decks for each meeting, managing meeting attendance, and writing meeting minutes to ensure smooth and organized event planning and execution.
• Execute on each event’s communication plan through digital marketing strategies, including designing email campaigns and social media content to increase engagement and promote event awareness.
• Create event sponsor signage and materials, ensuring brand consistency while maximizing sponsor visibility and recognition throughout the event.
• Assist in entering data into the Raiser’s Edge database for each event, specifically managing sponsor guest data.
• Manage and organize the event supply closet, ensuring all materials and equipment are properly stocked, labeled, and easily accessible for event execution.
• Communicate with key donors and committee members throughout the event planning process, providing updates and addressing inquiries to support event success.
• Support the Manager, Strategic Events in all administrative and logistical tasks, including attending meetings with venues and vendors, coordinating volunteers, prepping event materials, assisting event set-up and breakdown, and supporting with on-site coordination to ensure seamless execution of all event activities.
• Bachelor’s degree in marketing, communications, public relations, business administration, or a related field
• Excellent written and verbal communication skills
• Superior organization skills, accuracy and precision in handling details
• Computer proficiency with Microsoft Officer and a database management system, specifically Raiser’s Edge
• Experience in event marketing and branding, Canva experience preferred
• Flexibility to participate in evening/weekend events and to travel, as needed
• The position requires the ability to create event concepts and supporting materials including branding, website details, sponsorship levels and benefits, donor correspondence and executive reports
• Strong communication skills and relationship building is required