Event Officer, Midwest Region
WFH Flexible Chicago, IL
Description

 About Concern Worldwide 


Concern Worldwide is an international humanitarian organization committed to the relief, assistance and advancement of the poorest people in the least developed countries of the world. Founded in Ireland in 1968, Concern Worldwide has nearly 4,000 personnel working in 24 countries across the globe. Concern believes in a world where no one lives in fear; where all have access to a decent standard of living and the opportunities essential to a long, healthy and creative life. Our mission is to help people living in absolute poverty achieve major improvements in their lives, improvements that are sustainable without ongoing support from Concern.


Concern envisions a world where no one lives in poverty, fear, or oppression where everyone can exercise their rights to a decent standard of living with equal access to opportunities. We believe in creating a culture of inclusion where everyone feels empowered to bring their full, authentic selves to the workplace. Building a diverse and inclusive team is an absolute necessity to deliver the solutions needed to achieve our core mission, because without promoting justice and equality, we cannot eliminate extreme poverty.


Concern Worldwide US (CUS) is an independent affiliate of Concern Worldwide, with offices in New York, Chicago and Los Angeles. CUS advances the Concern Worldwide mission through mobilizing financial and human resources, as well as influencing and activating networks in the US to elevate programs globally. 


The Role:


The Event Officer will play an integral role in supporting the execution of a portfolio of in-person and virtual events. This is an exciting opportunity to join a small but dynamic, growing, events team that delivers engaging, interactive events bringing donors closer to our mission while raising critical funds to make a real and lasting impact on those living in extreme poverty around the world.


Based out of Chicago, this position will report to the Event Manager and work in close partnership with the Major Gifts, Individual Giving, Marketing, Communications and Finance Teams. 


This exciting opportunity is ideal for a highly motivated, self–starter event professional who is comfortable with multitasking. Flexibility and creativity are both required in day-to-day activities as is the ability to work in a demanding dynamic team environment.


 Key Responsibilities:


Event Execution & Strategy Support 

  • Work in  collaboration with Event Manager and other Concern staff and event committees to flawlessly execute events for Concern Worldwide US through the management of a portfolio of major annual events including Spring Run, Women of Concern Luncheons, golf tournaments, dinner galas as well as other donor cultivation events. 
  • Work on all event logistics including but not limited to sponsorship and vendor management, invoice processing, RSVP tracking, etc. 
  • Collaborate with Events Manager, VP of Communications and VP of Development to solidify theme and content for events. 
  • Assist with successful and polished onsite execution of run of show and event day logistics for national in-person and virtual events to elevate Concern’s work. 
  • Provide regular analysis and reporting of event revenue goals against projections and post-event reporting and analysis.
  • Maintain records of event content and expenses.
  • Ensure invoices are processed for payment, properly coded with Finance and budgets are reconciled.
  • Work closely with the Business Operations and Finance teams to ensure proper coordination of database record updates, gift processing, invoicing, tracking of pledges and gift in kind letters, tax acknowledgment letters. 
  • Maintain income tracking for events in Salesforce, track pledges, report and reconcile funds. 
  • Provide training, motivation, and support to fellows. 
  • General administrative duties and other  special projects as assigned.

Communications

  • Working collaboratively to develop event collateral including save the dates, invitations, programs, journals, presentations, posters, and other materials as needed. 
  • Oversee committee and volunteer meeting preparation, run of show, volunteer descriptions, seating plan, table cards, and guest biographies.
  • Identify content and concept of event email campaigns, print materials and oversee production to ensure design adheres to Concern’s brand and vision.
  • Liaise with designer and printer to ensure timely delivery of materials.
  • Work cross functionally with Event Manager and Communications and Marketing to develop speeches, press, social media strategy for events and event web updates.

Donor Relations, Volunteers and Event Prospecting 

  • Work with Event Manager and Major Gifts team and on pre-event planning, including committee recruitment, and post event follow-up to ensure coordination of event solicitations and timely donor acknowledgments. 
  • Support the work of the event committees by preparing agendas, materials, meeting minutes and tracking      outreach.
  • Provide support as needed to Major Gift team and Development Manager, Midwest to steward and solicit key donors.
  • Play a role in coordinating team’s research and tracking of prospective sponsors, honorees, chairs, co-chairs, honorary chairs, award presenters and other event participants.
  • Recruit, manage, and retain volunteers and staffing for events, including developing volunteer materials and staff briefings ensuring volunteers are clear of their roles and responsibilities. 
  • Establish and maintain effective relationships with staff members and volunteers in a spirit of teamwork and collaboration.
  • Exercise excellent judgment while handling sensitive and confidential information.
  • Represent Concern, as needed, at external, networking opportunities and events.
Requirements
  • At least 2 years’ experience in event management or fundraising, preferably in a not-for-profit environment.
  • Superior event/project management, organizational and time management skills
  • Track record of success in producing large scale premier and complex events.
  • Meticulous attention to detail and excellent problem-solving skills.
  • Self-starter and creative thinker; energized by new ideas and processes. 
  • Strong written and verbal communication skills
  • Ability to take initiative and remain flexible under tight deadlines while working in a fast-paced and complex organization.
  • Ability to work well both independently and collaboratively 
  • Excellent interpersonal skills in dealing with donors, volunteers, colleagues and vendors; Ability to interact effectively with diverse internal and external constituencies.
  • Salesforce, OneCause and Classy, experience strongly preferred; high proficiency in Microsoft Office 365, Sharepoint, OneDrive, Microsoft Teams and Asana or other project management software.
  • Experience working with and supervising volunteers. Previous supervisory experience, a plus.
  • Must be able to work occasional nights and weekends as needed to support special events and related committee meetings.
  • Valid Driver’s License, ability to travel to events.
  • Ability to carry out physical demands of job including squatting, pushing, pulling and light lifting (up to 25lbs) for event set up.
  • Appreciation of complexities associated with working for a 501(c)(3) not-for-profit entity.
  • Eligibility to work in the U.S