Events Coordinator

Basilica of Saint Mary

| Minneapolis, MN | Posted Oct 11, 2017 |


Position Description

Title:  Special Events Coordinator
Status:  Exempt
Reports to:  Director of Development
Full Time:  40 hours/week, 12 months/year
Department:  Development

Purpose of Position:
Support the vision, mission and values of The Basilica of Saint Mary and The Basilica Landmark by planning and executing a calendar of special fundraising and cultivation events to promote awareness, participation, fundraising and volunteerism, while identifying prospects for future major gift donors. Events include the Basilica Block Party, The Basilica Landmark Ball, and smaller events like Bingo, Christmas events, and Legacy Society brunch.

Scope of Position:
•    Reports to the Director of Development.
•    Hire, train, supervise and manage special events intern(s).
•    Hire, manage and serve as liaison with event consultants and pro-bono vendors for the Basilica Block Party, and other events as needed.
•    Recruit and manage volunteers on the Block Party Executive Committee, Block Party Volunteer Committee, Basilica Landmark Ball Committee, and other volunteer committees for events as needed.

Position Qualifications:
•    5 years experience in Special Event management, ideally in a non-profit setting.
•    Leadership experience with project, budget and volunteer committee management.
•    Experience with communications, public relations and marketing preferred.
•    Excellent organizational skills, detail and task oriented.
•    Strong written and verbal communication skills.
•    Self-directed, able to multi-task successfully.
•    Strong computer skills. Experience with Raisers Edge 7, Microsoft Office and mail merge preferred.
•    Hospitable personality and professional confidence.
•    Must maintain confidentiality including donor records and department discussions.
•    Must be available for weekend and evening work and able to work a flexible schedule as needed.
•    Proven track record of successful collaboration with co-workers and volunteers.
•    College degree or equivalent experience.

 

PRIMARY RESPONSBILITIES

Manage separate 501 c3 non-profit, Basilica Events LLC and plan and execute the Basilica Block Party to maximize volunteer involvement, public awareness, and meet or exceed annual fundraising goals.
•    Manage and serve as liaison to paid consultant team including talent, production, executive director, ticketing, and sponsorship. Negotiate contracts as needed.
•    Recruit and manage pro-bono vendors for event advertising and media relations, and coordinate all event marketing and promotions activities on schedule and on budget.
•    Responsible for internal staff communications, appreciation events, and communications plans utilizing social media outlets, www.mary.org, www.basilicablockparty.org and Basilica print publications (i.e. bulletin, newsletter).
•    Work with team including Director of Development and Development staff, paid consultants, and key lead volunteers to prepare and implement event plan, budget and timeline.
•    Recruit, form and manage core planning committee and volunteer coordinators committee. Responsible for communications, meeting scheduling, acknowledgements and appreciation events and gifts.
•    Develop and maintain positive relationships with city, federal officials and vendors to meet all special event requirements, and to insure a comprehensive emergency, safety and security plan is in place, and volunteers and staff are trained.
•    Recruit, hire, orient and supervise interns to manage recruitment, placement of over 1,600 volunteers including data entry, shift scheduling and communications.
•    Provide event administrative support including executing contracts, obtaining permits and insurance, review of all materials, scheduling rooms, and preparing sample books.
•    Assist volunteer Finance Chair and staff HR/Finance Director with tracking Block Party finances and managing budget by implementing a purchase order system with volunteers and consultants. Review invoices and submit bills for timely payment.

Plan and execute the annual Basilica Landmark Ball to promote awareness and meet or exceed fundraising goals.
•    Prepare and implement event plan, budget with projected income and expenses, and timeline. Responsible for budget tracking, event summarization and analysis, sample books.
•    Recruit, form and manage volunteer committees to run events. Responsible for scheduling meetings, preparation, committee communications, and volunteer acknowledgements and thank you events.
•    Coordinate / provide event administrative support like mailings (sponsor letters, invitations, save the date postcards), data entry, deposits, acknowledgements and tax notification letters.
•    Plan and coordinate all event components including marketing and promotions, logistics, ticket allocation, volunteer needs, and solicitation of auction items, on-site event coordination.

Plan and execute a series of events including Invitational Golf Tournament, Christmas Event, Bingo, and other one time events as assigned.
•    Prepare and implement event plans, budgets with projected income and expenses, and timelines. Responsible for budget tracking, event summarization and analysis, sample books.
•    Coordinate / provide event administrative support like mailings (sponsor letters, invitations, save the date postcards), data entry, deposits, acknowledgements and tax notification letters.
•    Plan and coordinate all event components including marketing and promotions, logistics, ticket allocation, volunteer needs, and solicitation of auction items, on-site event coordination and internal communications.

Work with the Director of Development to identify, plan and carry out a series of cultivation events (dinners, receptions, Legacy Society event, etc.).
•    Identify invitees, send invitations, track responses, send guest reminders and follow-up.
•    Responsible for all event logistics including location, catering, flowers, execution of event set up/clean up, linen arrangements, entertainment, tickets, seating assignments, parking arrangements, and internal staff communications.

Other Responsibilities
•    Participate in one-on-one meetings with Director of Development and scheduled Development Team meetings.
•    Participate in monthly “All Staff” meetings and Communication Team Meetings.
•    Serve as a resource to other staff/organizations as requested.
•    Provide timely responses with a 24 hour turnaround to voicemail and e-mail messages.
•    Additional responsibilities identified as needed by Director of Development.

MENTAL DEMANDS
•    Possess good people and listening skills
•    Ability to prioritize tasks, workloads, and workflow.
•    Works independently on routine and regular responsibilities to accomplish tasks within appropriate deadlines
•    Possess the ability to recognize the need for and maintain confidentiality
•    Work well with others while maintaining a positive and helpful attitude at all times
•    Ability to work calmly in high intensity times.
•    Ability to problem solve in crisis situations.

PHYSICAL DEMANDS
•    Work 40 or more hours per week when needed
•    Able to lift 25 pounds
•    Able to walk up and down stairs

The responsibilities listed above are representative responsibilities intended to describe the general nature and level of work performed by staff members assigned to this position. It is not intended to be an exhaustive list of responsibilities and qualifications required of the position. More detailed listing of the duties and tasks are outlined in supplemental documents.
*Employment in and by the Church if substantially different from secular employment.
Church employees must conduct themselves in a manner, which is consistent with and supportive of the mission and purpose of the Church. Their behavior must not violate the faith, morals or laws of the Church or the Archdiocese, such that it can embarrass the Church or give rise to scandal. This position does not require that the employee be a Catholic. It is expected, however, that non-Catholic employees will respect Catholic doctrine and religious practices. Reasonable accommodations for the religious practice of non-Catholics will similarly be provided.

Employee: I have reviewed this job description and agree it is an accurate representation of the responsibilities of my job. I understand that as an organization’s needs change, my job description will change.
Signature of Employee________________________________Date_________________

Supervisor: I have reviewed this job description and agree that it is an accurate representation of responsibilities performed in this job.
Signature of Supervisor______________________________Date__________________

 

To Apply:

Please submit cover letter, resume, references and salary requirements to Randi Traub Girtz, Development Assistant at rtraubgirtz@mary.org.

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