Reports to: Director of Development
Lines for Life is seeking an experienced Events Coordinator to develop and execute strategies for fundraisers, conferences, volunteer appreciation parties, and other Lines for Life events. The Events Coordinator will be responsible for every aspect of the event logistics, from choosing venues and meals to evaluating the success afterwards.
The Events Coordinator must be well-organized with strong attention to detail and excellent communication skills. The Events Coordinator must also be competent in vendor management. Preference will be given to candidates who have experience organizing large-scale fundraising events and experience organizing events that are funded by grants or government contracts. We are also seeking a candidate who is enthusiastic about event planning and passionate about Lines for Life’s mission.
The goal is to organize seamless events that ensure attendees have a positive experience and facilitate the completion of the event objectives.
- Develop and execute strategies for successful events within budget and time constraints.
- Manage relationships with key internal stakeholders to execute event objectives and understand the requirements for each event. Develop a system for ensuring these requirements are met.
- Research venues and vendors (catering, technology, musicians, etc.) and manage vendor relationships including RFPs, contract negotiation, site checks and onsite management.
- Track event expenses and review accuracy of invoices.
- Generate traffic and interest for events by collaborating with the Communications department to develop event marketing strategies and to design registration websites, presentation materials and swag.
- Procure sponsorships for conferences and other Lines for Life events.
- Collaborate with the Development Team to develop and implement fundraising strategies.
- Collaborate with the Crisis Lines Volunteer Coordinator to plan volunteer recognition events.
- Work with department directors to schedule speakers and work with the Administrative Assistant to make travel arrangements.
- Oversee the Continuing Education provider accreditation process, as well as the process of administering the continued education units (CEUs) to attendees at the events.
- Recruit and train volunteers and staff to assist with event operations. Manage the volunteers and staff on-site.
- Conduct final checks at the day of the event (e.g. tables, technology) to ensure everything meets standards.
- Manage set-up, running and break down of the event. Quickly identify and resolve problems.
- Evaluate the event’s success and lessons learned and report out to department Directors.
- Bachelor’s degree in related field
- A minimum of three years’ experience in event planning and project coordination, preferably with large-scale fundraising events and in a not-for-profit environment
- Knowledge of the continuing education provider accreditation process preferred
- Effective verbal and written communication skills
- Strong attention to detail and ability to think systematically
- Excellent vendor management skills and negotiation ability
- Well-organized with the ability to oversee and prioritize the planning of multiple events at once
- Proficiency in Microsoft Word, Excel and PowerPoint, donor database management experience, web design and internet research skills a plus.
- Ability to work independently with little supervision
- Excellent interpersonal skills, flexibility, and ability to work effectively in a team environment
- Creative problem-solving skills and ability to stay calm in high-stress environments
- Project Management Professional Certification (PMP)
- Sales and marketing experience
- Proficiency in Salesforce and Greater Giving software
This job description is not meant to be an all inclusive list of duties and responsibilities, but constitutes a general definition of the position’s scope and function in the company. Lines for Life is an equal opportunity employer.
Lived Experience: Lines for Life encourages individuals with lived experience to apply. This includes individuals who have undertaken their own recovery journey or supported someone through a recovery journey from mental health conditions, suicidal struggles, and/or substance abuse. They have the capacity to draw upon and use their own lived experiences to help others and prevent suicide and substance abuse and promote mental wellness.
EEO: Lines for Life strives to create a diverse, inclusive environment to better represent the communities that we serve. We are an equal opportunity employer.