Development Specialist & Events Coordinator - PT
Location(s) Green Bay, WI
Employment Type Permanent
Job Listed 18-Jan-2019
Job Description

Department:      Resource Development

Reports To:         Chief Development Officer

Classification/Hours:      Part-time+ (30 hours per week)/Flexible

Pay Classification:            Experienced Contributor             

Job Summary

The Special Events Coordinator is responsible for the successful planning, promotion, execution, and oversight of all special events that increase financial resources and community awareness of the Boys & Girls Club of Greater Green Bay. This person is expected to utilize events as a tool in strategic donor engagement and work as a member of the Resource Development team to establish and build strong relationships with donors.  This position will work with event committees, internal staff, donors, community partners, and volunteers.

Essential Duties and Responsibilities

  • Serve as staff lead and oversee all details for a portfolio of events including though not limited to: A Taste of Wine & Cheese, Golf Classic, Dragon Boat Races, Shareholders & Champions Reception, Steak & Burger, and additional third party fundraising events (i.e. Turkey Trot).
  • Plan and execute creative special events that inspire donations from target audiences.
  • Ensure effective event implementation and administration, making sure all related logistics and support activities are carried out as scheduled. 
  • Develop collaborative partnerships with event vendors.
  • Coordinate and oversee vendors during events and secure staff to assist as needed.
  • Manage all details relating to event guests including RSVPs, guest information, table assignments, and table placement.
  • Effectively use the database to appropriately record and track event information.
  • Manage event budget and maintain financial records with timely updates to the CFO.  Prepare reports and provide information as requested.
  • Work with the Resource Development team and the event committee to ensure the promotion of special events using a variety of medium.
  • Serve as the Club liaison for all event-related committees.  Schedule and facilitate meetings leading up to and following each event and delegate responsibilities to ensure success.
  • Determine staff assignments for events and communication clear directions and expectations.
  • Actively recruit, train, and support volunteers.  Manage volunteer assignments and communication.
  • Effectively communicate with guests prior to, during, and following each event.
  • Determine the timeline and outline for the event programs. 
  • Secure and coordinate speakers, presenters, and talent for each event.
  • Determine and coordinate revenue generating activities to take place during each event.
  • Help identify and recruit sponsors to underwrite event expenses or donate gifts, cash, or in-kind services to minimize expenses in collaboration with staff and committees.
  • Manage solicitation of event sponsors and participants and maintain up-to-date records.
  • Manage all details of sponsorships including ensuring sponsors receive appropriate recognition throughout the event.
  • Coordinate stewardship efforts for sponsors and volunteers.
  • Evaluate and report on success of special events, as determined by appropriate measures such as attendance, revenues generated, public relations activity, etc.

 Additional Responsibilities

  • Maintains discretion regarding confidential information that passes through the office.
  • Performs other related duties and responsibilities as assigned by the Chief Development Officer.
  • Must be able to meet established deadlines as part of a normal routine, accepting a variety of daily activities while maintaining high performance requirements.
  • Efficient Project Management.
  • Must be able to work independently, have great interpersonal skills, and can communicate effectively in addition to being an analytical person with a good sense of judgment.
  • Responsible for completing an Individual Development Plan and identifying areas of professional training required.
  • Participate in all staff, team, committee, and other internal and external meetings as requested.
  • Contribute to creating a work environment that supports teamwork, collaboration, and cooperation between staff, clubhouses, and volunteers.

Minimum Requirements

  • Bachelor’s degree and/or a minimum of two years’ work experience in a Boys or Girls Club or similar not-for-profit organization with an emphasis on office management, event planning, and project management.
  • A proven track record of successful fundraising and event experience required.
  • Highly organized, detail oriented, self-initiator and able to handle multiple projects simultaneously in a fast-paced environment.
  • An enthusiastic, professional demeanor and positive, can-do attitude with desire to provide excellent customer service.
  • Demonstrated ability to monitor and track expenditures against a budget.
  • Ability to think quickly and maintain poise under pressure.
  • Experience leading committees a plus.
  • Strong knowledge of MS Office Software (Word, Excel, PowerPoint, etc.) and other software applications with the ability to learn new technologies and systems.
  • Excellent verbal and written communication skills.
  • Must hold a valid driver's license, have a reliable vehicle available daily for work purposes and show current automobile insurance.
  • Must be willing to work on evenings and weekends as occasionally needed.


Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions; duties are normally performed at the Boys & Girls Club of Greater Green Bay administrative office.

Physical Demands

Demonstrated ability to: maintain a high energy level.  Be comfortable performing multifaceted projects in conjunction with day to day services.  May require being active for long periods of time; must be able to function under fast paced and noisy conditions; hear and understand speech at normal levels; speak in audible tones so that others may understand clearly; physical agility to push, pull, lift and or carry up to 50 pounds.



The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.


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