DEVELOPMENT EVENTS COORDINATOR

CENTRE: Atlantic Men's Centre
LOCATION: Memramcook, NB

POSTED ON: Thu, 18 Jan. 2024
PAY RATE: As Agreed
HOURS: Full Time
REPORTING TO: National Manager of Events

Note: This is a full-time position directly reporting to the National Manager of Events; pay rate as agreed, based on experience, expertise, and applicable education.

POSITION SUMMARY
As a compassionate organization whose mission is to help men and women overcome substance addiction to lead full and productive lives. The Development & Events Coordinator's primary responsibility is fundraising while creating program awareness throughout the community, helping reduce financial barriers for individuals entering our care. As the Development & Events Coordinator, you are the supportive force behind the Development team; you are a proactive person who takes initiative. You exude patience, kindness and compassion while motivating and inspiring those around you. You will assist, coordinate and plan logistics for various events and fundraising initiatives while assisting the Development team.

JOB RESPONSIBILITIES
Plan and coordinate event logistics

• Ensure smooth operation of fundraising or donor cultivation events
• Coordinate & plan logistics for approved TCC events and donor engagement activities in support of mid and major donor programs
• Researching event venues
• Coordinating with third-party vendors, ensuring contacts reflect event expectations and current pricing prior to approval submission
• Monitoring budgets and supporting revenue targets through job responsibilities
• Documenting and tracking event purchases, tickets, participants, and special guests
• Maintain organized documents for each event, including but not limited to all planned/executed logistics, scheduling, programs, contact with event participants and vendors
• Coordinate guest lists, food services arrangements, menu planning, staffing, nametags
• In collaboration with donor relation staff, obtain prize sponsors and manage corporate sponsors
• Maintaining corporate sponsorship tracking document, ensuring payment is received and benefits are fulfilled
• Develop event day-of programs in alignment with TCC objectives, mission and values, deploying best practices, excellence, national branding and messaging

Marketing collaboration

• Event details are submitted in time for collateral creation, print, etc.
• Understand and adhere to marketing timelines
• Proof final edits and participate in selecting mailing regions (with guidance of marketing & considering Centre affiliation and distance)
• Ensure quality event photography is taken, in alignment with confidentiality and privacy rules
• Ensure photo-sharing/posting is communicated to marketing
• In collaboration with marketing and development team, execute post event follow up (thank you cards, calls or impact reporting)

Outreach

• Support local outreaches: advance church calls, prepare outreach bins, order marketing materials; ensure bin contents are current materials, inform colleagues when marketing items are no longer current; post outreach database input, collection of CMRs, input data into the database, and apply best practices when counting offerings/ money; communication to outreach team leaders to ensure success.

Volunteers

• Recruit and manage event committees; recruit & train event volunteers and select event volunteers wisely to ensure alignment of skills; engage volunteers effectively and meaningfully; ensure the amount of event volunteers are appropriate to event size.

Thank You's and Phone Calls

• Manage donor portfolio for thank you calls, striving to learn more about the donor’s interests
• Phone past event participants, register participants and keep updated record of peer-to-peer fundraising website information

Program Liaison

• Collaboration, clear communication and expectations with program department for client-based activities
• Promote cohesiveness, clarity and collaboration between local development teams, other departments and centralized services (program, marketing, partner services, finance, etc.)

Administrative

• Participate in a workplace culture of ongoing learning and feedback.
• Book meetings, take meeting minutes, and distribute meeting minutes and supporting documents while upholding donor and client confidentiality.
• Support day-to-day operations of the development office: order supplies, oversight to Phase4 or work therapy clients (ensuring work is meaningful and can support equipping the individual for successful societal re-entry).
• Consistently provide clear and concise communication to all key stakeholders.
• Develop the first draft of event revenue planners, using past experiences and trends to inform event revenue projections.
• Support logistics for Ambassador Team meetings (liaison for attendance, meeting reminders, taking & distributing meeting minutes)
• Social media - post as/when directed in compliance with client and donor confidentiality.
• Manage and process petty cash.
• Maintain accurate records in the partner services database.
• Uphold client and donor confidentiality and management of confidentially sensitive information.
• Ensure prompt mail-outs for the development team, promptly preparing and managing Purolator packages each week for the National office.
• Collaboration with the accounting department, planning payment processes promptly
• Ensuring the office and reception areas are organized and tidy, maintaining a professional space where sensitive donor information is always secured.
• Collaborating with finance & partner services when donors request GIK, ensuring the process is CRA compliant
• Assist with graduations, prepare program and outreach bin