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Special Events Coordinator
Empire State Pride Agenda
Description
Description: The Empire State Pride Agenda is New York's statewide civil rights group committed to winning equality and justice for lesbian, gay, bisexual and transgender (LGBT) New Yorkers and our families. The Development Department of the Pride Agenda is seeking a full-time Special Events Coordinator in its New York City office. Reporting to the Director of Development, the Special Events Coordinator Organize all aspects of a successful fundraising event program with particular emphasis on successful and creative planning and execution of our major annual fundraising events.
Specific Responsibilities:
1. Coordinates all activity for five major annual events, including the Spring and Fall Dinners, Winter Heat women's event, Hamptons Tea Dance, and Equality@Work Awards Luncheon, as well three to five cultivation events throughout the year across New York State.
2. Coordinates with Event Co-Chairs and the Director of Development, the formation of volunteer Event Committees, with special focus on developing and diversifying event leadership and motivating the Event Committees. Helps facilitate weekly or bi-weekly committee meetings as required and provides timely reports to Event Committees on event milestones, meeting minutes and income reports.
3. Recruits and manages all vendor relationships for all events. Researches and solicits venues and vendors (catering, bartenders, DJs, sound, lighting, printers, etc.) and manages bid process for each event, including Major Donor Receptions and other cultivation events. Creates RFPs for major event production and manages all aspects of RFP process including soliciting vendor applicants, reviewing proposals, and providing recommendations.
4. Manages all vendor relationships at events as on-site liaison and conducts post-event review of each vendor.
5. Creates and maintains event planning timelines and day-of schematics for each event. Also, coordinates with other Pride Agenda staff to help staff each event, as needed.
6. Maintains appropriate documentation and recordkeeping of all event expenses, including draft budgets, contract bids, check requests and billing. Maintains excellent and accurate communication with Finance Department to keep expenses at or under budget.
7. Assists Director of Development in creation and implementation all event materials, including event invitations, sponsorship solicitation packages, event donor acknowledgments, journal solicitations and acknowledgments.
8. Oversees bidding process, printing and mailing of all event materials with printing vendors or in-house.
9. Supports Director of Development and Director of Major Gifts to solicit and sustain relationships with existing and new event sponsors and donors, including in-kind donations, to meet income goals.
10. Inputs all event-related gift pledges, prepares invoices and coordinates payment schedules in a timely manner.
11. Assists with entry of all appropriate event information into the Pride Agenda's central database system (the Raiser's Edge), including event income, committee contacts, guest names, etc.
12. Coordinates on-site event registration with Development Assistant.
13. Works with Communications Department to publicize events, coordinate event photography and prepare text for event journals and scripts, as appropriate. Also works with Communications Department and webmaster to update event information online.
14. Works with Volunteer Coordinator to secure on-site volunteers for events.
Qualifications:
• Two to five years special events experience;
• Excellent verbal and written communication skills and superior attention to detail;
• Ability to perform multiple and complex tasks, which can include technical and confidential information;
• Superior computer and database management skills, including proficiency in Word and Excel and experience with fundraising databases;
• Self-starter, extremely well-organized and energetic;
• Bachelor's degree or equivalent work experience required;
• Ability to work in a team environment;
• Experience working with volunteer committees; and
• Commitment to the mission of the Empire State Pride Agenda.
Compensation: Salary is commensurate with experience and nonprofit sector. Excellent employer-paid benefits package including vacation, medical, dental, life and long and short term disability insurance.
HowTo Apply:
E-mail cover letter and resume to jobs@prideagenda.org with subject: Special Events Coordinator Search or mail to Special Events Coordinator Search, Empire State Pride Agenda, 16 West 22nd Street, New York, NY 10010. No phone calls please.
The Pride Agenda is an Equal Opportunity employer. Women, people of color and transgender people are encouraged to apply.
