Special Events Coordinator
Sacramento, CA Development
Description


Job Title:            Special Events Coordinator

Department:     Development

Reports to:        Special Events Manager

FLSA Status:      Non-Exempt, Full Time, (40 hours/week, with benefits)



General Summary

The Special Events Coordinator will work with the Special Events Manager on all aspects surrounding the implementation and management of the Sacramento SPCA’s diverse fundraising event portfolio.  This position is for a highly organized, people-orientated, self-motivated person committed to customer service and supporting the Sacramento SPCA’s mission through its special events department.

 

Essential Job Functions and Responsibilities

Coordinate special event planning, preparation, day-of management and post event duties including, but not limited to:

 

  • Leading monthly Yappy Hours, Splashy Hours, Pup Crawl and Book Sales (securing locations, managing logistics, maintaining relationships, gathering supplies, inventory needs, volunteer and staff management, and post-event thank you’s/follow-up); 
  • Leading the agencies small to mid-sized third-party fundraising event portfolio ($2,500 and under): answer incoming inquiries, proactively research new partnerships, manage relationships, coordinate logistical needs, and post-event thank you’s/follow-up);
  • Coordinating all vendor needs for the agencies two signature events, Doggy Dash and Fall Gala (booth vendors, food/beverage vendors, demonstrations, displays etc.)
  • Monitoring email, phone, voicemail and incoming postal mail to respond to the needs of our participants, partners, vendors, staff and volunteers in a timely manner;
  • In partnership with the marketing department, maintaining event calendars, website information and event collateral to keep all event communication updated in a timely manner;
  • Creating and disseminating event packets, maps, logistical details and other event material to participants, vendors, volunteers, staff and partners;
  • Maintaining event binders and files for easy reference for each event;
  • Coordinating the execution of event contracts, initiating proposals, overseeing vendor requirements, and asking for donations for each event;
  • Contacting potential vendors, community partners and businesses for their services and/or in-kind support/donations/partnership;
  • Updating event databases, fundraising systems and social media pages;
  • Coordinating committee meetings and volunteer assignments;
  • Coordinating all post event thank you cards and surveys; and
  • Assist Manager with post event budget reports and final summaries


Requirements

Knowledge, Skills and Abilities Desired

  •          Strong customer service skills via phone, email and in-person interactions;
  •          Proficiency with Microsoft applications, event software and Google Documents;
  •          Strong communication skills and ability to work with teams including volunteers, staff, sponsors, vendors and the public;
  •          Proven ability to multi-task and prioritize workload independently and in a fast-paced environment within structured timelines and  budgets;
  •          Detail orientated with exceptional organizational and project management skills;
  •          Ability to complete work efficiently and communicate problems as they arise;
  •          Comfortability asking for donations, in-kind support and organizing cost-savings strategies to maximize event revenue to meet budget goals;
  •          Ability to be flexible with work schedule including some weekend and evening hours; and
  •          A passion for the SSPCA mission and vision

 

Education and Experience

 

  1. Four year high school or equivalent (GED) required, Associates or Bachelor’s degree, preferred;
  2. A minimum of one to three years of professional or volunteer event experience in a events/marketing related field or a similar position that can be demonstrated to be applicable to the requirements outlined; and
  3. Certified Meeting Planner or other event/development certificate, a plus.

 

Additional Requirements

  1. Must be punctual and maintain regular, predictable attendance;
  2. Must be committed to a high standard of safety and be willing and able to comply with all safety laws and all of the employer’s safety policies and rules and must be willing to report safety violations and potential safety violations to appropriate supervisory or management personnel;
  3. Have a valid California driver’s license and clear driving record for one year prior to employment in order to operate SPCA automatic and standard transmission vehicles; and
  4. Capable of performing well under various degrees of pressure

 

Physical Requirements:

  1. Allergic condition which would be aggravated from exposure or through contact with animals or chemicals used to sanitize facilities, vehicles, or equipment may be a disqualification;
  2. Must stand, walk, bend and stoop frequently to perform duties. Have the ability to perform prolonged strenuous physical activity, including lifting and carrying objects weighing up to 50 pounds alone or up to 100 pounds with the help of fellow employees for short distances; and
  3. Must be able to be on your feet for long periods of time during special events

 

Working Conditions:

  1. May be exposed to hostile or abusive members of the public. Must be able to deal with an often times emotion-charged public and carry a fast paced and changing work load which at times can be stressful;
  2. By nature of the job, there is occasional exposure with dead, injured, sick, unruly, vicious, and/or dangerous animals in addition to exposure to parasites and infectious diseases; and
  3. Must be available and willing to work weekends, holidays, overtime, and attend mandatory training and meetings as the employer determines are necessary or desirable to meet its business needs

 

Note: The statements herein are intended to describe the general nature and level of work performed by employees, but is not a complete list of responsibilities, duties, and skills required of personnel so classified.  Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. Either employer or employee may terminate the employment relationship at any time with or without notice and with or without cause.

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