Events Coordinator

JOB SUMMARY

As a key member of the Development Team, the Coordinator, Events, serves donors who provide critical funds necessary to extend compassionate care and transform lives at The Bowery Mission.  Through the power of Jesus Christ, we seek to not only meet immediate needs, but to have a long-term impact on the men, women, and children who come to us. Broken men and women are made whole again and find new purpose.  Children who seem destined to continue the cycle of poverty and poor education are given the chance to completely alter the direction of their lives.

As a key team player within The Bowery Mission, the Coordinator is a devoted follower of Jesus Christ who understands the organization’s Statement of Faith and adheres to its Code of Conduct.

The Events Coordinator will assist in administrative and coordinating duties related to all events for which the Events team is responsible in full or in part.  Some specific perks of this role include planning and attendance to exclusive lunches, gala dinners, receptions, boardroom breakfasts, webinars, program graduations and other special occasions.

SPECIFIC RESPONSIBILITIES

Special Event Responsibilities:

• Assist the Events Manager in administrative tasks and the planning and execution of major events.
  1. Maintain and update task assignments for all events within project management software (currently Asana).
  2. Track event responses and maintain accurate guest lists.
  3. Work with the Events Manager to develop print and video design briefs for the Marketing team.
  4. As directed by the Events Manager, on selected events take the lead on the run of show, supervision, and direction of vendors and subcontractors to successfully execute events.
  5. Record event expenses in a timely manner to ensure costs are managed within budget, promptly reporting any overruns to the Events Manager.
  6. Supervise operational events details (including packing and loading of materials, unloading at the event venue, set up at the venue, and post-event clean-up). This will include some heavy lifting at times, as you are able.
  7. Create a system and maintain an orderly inventory of events-related supplies in storage.
  8. Coordinate all volunteers and participants during the day of each event.
  9. Participate in planning meetings and work as part of a team.
  10. Research trends in the event industry (new venues, vendors, entertainment) and bring new ideas to the attention of the Events Manager.
  11. Confirm with all vendors and speakers before the event and send thank you emails and gifts as relevant after the event.

• Assist Events Manager in coordinating Thanksgiving Week
  Thanksgiving Week is the busiest week of the year for The Bowery Mission. Tasks include:
  1. Assist Events Manager in coordinating and executing Thanksgiving activities and logistics.
  2. Work with Volunteer Services to recruit and manage the volunteer team for Thanksgiving including pre-event orientation and post-event follow-up.
  3. Attend Thanksgiving planning meetings, take minutes and distribute them to the team.
  4. Organize, maintain, and keep an inventory of supplies for events.

• Manage relationships with vendors
  1. Working with the Events Manager, actively seek out and cultivate advantageous vendor partnerships throughout the year.
  2. Oversee a timely payment schedule for all vendors.

• Manage event-related mailings
  1. Create and execute mail merges and mailings.
  2. Work with the Major Donor & Partnership teams to develop mailing lists for all events.

General Responsibilities:

• Exercise discretion in donor and personnel matters, paying attention to matters of confidentiality.
• Coordinate and team closely with other members of the Development Team on projects of mutual benefit. In particular, coordinate with Major Donor, Partnerships, Volunteer Central, Donor Services, and Marketing teams in relation to event management activities. Actively participate in team meetings and team initiatives. Be a servant leader and team player. Support group decisions and put group goals ahead of own goals.
• Maintain an effective Christ-like presence as a spokesperson and ambassador for The Bowery Mission, representing all aspects of our ministry in a positive way to staff, visitors, volunteers, donors, and external groups.
• Seek out opportunities for educational growth and maintain professional relationships with peers in other organizations.
• Complete other duties as assigned.

JOB QUALIFICATIONS / SKILLS REQUIRED

This position is highly administrative and will require the following competencies and skills:

• Must be proficient in Microsoft Office Suite.

1. 1. Excel: Ability to filter data and manage a filtered list; perform multiple-level sorting, use sorting options, and design considerations; use mathematical functions.
   2. Word: Ability to format documents, create mail merges, insert graphic elements; manage and track document changes, highlights, and comments.
   3. PowerPoint: Ability to work with custom slides and templates, understand the basic design elements of composition, color, and balance; ability to input new data into existing templates, use slide show options; add transitions and animation; run a manual and an animated slide show.

• Must have the ability to pay attention to detail.
• Must monitor and check work or information for accuracy, plan and organize time efficiently, allocate and use resources properly with sensitivity to budget and provide information on a timely basis and in a usable form to others.

This position is highly relational and will require the following competencies and skills:

1. Fundraising, sales, or customer service experience (preferred)
2. Must be able to effectively manage stress and adapt to changes
3. Displays emotional resilience and the ability to withstand pressure on an ongoing basis.
4. Deals with difficult situations while maintaining high-level performance and a professional demeanor.
5. Seeks support from others when necessary and uses appropriate coping techniques.
6. Adapts to changing work environments, work priorities, and organizational needs.
7. Able to effectively deal with change and diverse people.
8. Decision Making: Uses sound judgment to make good decisions based on information gathered and analyzed and considers all pertinent facts and alternatives before deciding on the most appropriate action.
9. Communication: Expresses ideas effectively; organizes and delivers information appropriately; listens actively.

Technical and Other Capabilities:

• Identify how systems and technology can be used to improve ways of working.
• Proficient in the use of modern technology, including google docs, task management software, zoom, slack, etc.
• Adobe InDesign, Photoshop and Illustrator (Highly preferred but not required)
• Knowledge of basic graphic design theory (preferred but not required)
• Knowledge of video editing, virtual event streaming platforms, online ticketing platforms etc. (preferred but not required)

The Bowery Mission takes the health & safety of our staff, guests, clients, and volunteers very seriously, and especially as it relates to the current Covid-19 pandemic.

In partnership with the NYC Department of Health & Mental Hygiene, we have modified our services to stay up-to-date with the latest health and safety guidelines that continuously evolve based upon new information and research. We greatly value the contributions of essential workers in roles like this one and have designed protocols around personal protective equipment, social distancing, cleaning and sanitation, and building capacity in order to protect our staff and those we serve.