Job Description

Special Events Coordinator

Wilton Manors, Florida

Is remote? No

Pride Center at Equality Park
Wilton Manors, FL

Website: http://www.pridecenterflorida.org/

Posted: August 15, 2024

Contact Information

Name: Rebecca D'Amico, Director of Development
Email: rdamico@pridecenterflorida.org
Phone: 954-463-9005

Job Description

JOB DESCRIPTION

Job Title:Special Events Coordinator

Reports to:Director of Development

Status: Full-Time

Salary: $45,000 - $50,000 per year

Job Description:

The Special Events Coordinator will coordinate logistics for Center fundraising and programmatic events. The Special Events Coordinator will help plan and manage the details of events of varying sizes and purposes, ensuring consistent high-quality service. The Special Events Coordinator will ensure proper planning, preparation, budgeting, execution, problem-solving, and follow-up of development and programmatic events on campus and in the community, meeting The Pride Center standards and upholding our mission.

Responsibilities:

• Coordinate logistics for Center fundraising and programmatic events.
• Collaborate with the Director of Development to create standard operating procedures and timelines to guide event planning at The Center.
• Provide event-planning services in collaboration with team members for all Center events, including Wicked Manors, the Rainbow 5K, Diversity Honors, monthly Equality Park After Dark markets, Jammin’ at The Center concerts, Active Aging Health Expo, community gatherings, and more.
• Assist the Director of Development with securing locations and handling logistics for monthly Founders Circle receptions.
• Support Customer Service with requested event planning services for rental activities on campus.
• Support programmatic staff with event planning logistics for seminars and workshops including event-planning assistance for speakers, vendors, scheduling, food, audio-visual, décor, and room set-up.
• Collaborate with the Communications and Media Manager and program staff to ensure the development and distribution of outreach/marketing materials for events.
• Develop, increase, and coordinate a network of volunteer professionals willing to provide volunteer event-planning and event-provision services; Ensure recruitment, training, supervision, evaluation, and recognition of volunteers necessary for events.
• Collaborate with the Director of Development to convene and coordinate regular volunteer-driven Events and Development Committee activities, projects, initiatives, and committee meetings to ensure the provision of high-quality Center events.
• Prioritize diversity, equity, inclusion, accessibility, and justice in Center event planning and production.
• Work closely with The Center team to ensure all event marketing and messages are executed in accordance with the event promotional calendar.
• Project-manage the creation, maintenance, and accuracy of events’ promotional collateral, including external sources when appropriate, such as registration forms, event web pages, signage, etc. in collaboration with the Director of Development and Communications and Media Manager.

• Establish and maintain relationships with vendors, city entities, venues, local businesses, and nonprofit partners and follow all local, county, and state guidelines for event production.
• Obtain event permits.
• Create, manage, and maintain event budgets; collect registration, sponsorships, and invoices.
• Coordinate post-event evaluation and assessment; address opportunities for event improvements.
• Oversee event contingency planning; prepare for potential scenarios that could impact event success.
• Improve attendee experiences; help design, distribute, and collect self-report surveys at appropriate events, workshops, or seminars to assess satisfaction and measure increases in knowledge, access to service linkage, etc.
• Make event planning efforts a priority throughout The Center.
• Mentor staff and volunteers in event planning and production.
• Participate in the development of The Pride Center’s annual budget.
• Adhere to strict confidentiality procedures, information release, and data security.
• Submit reports, invoices, receipts, and requests to the Director of Development in a timely and organized manner.
• Meet regularly with the Director of Development and other Development staff for proper planning, reporting, and evaluation.
• Attend all “Development” and “All Staff” meetings.
• Maintain an organized office space and professional communication standards, including prompt return of emails and phone calls.
• Comply with The Pride Center Code of Conduct and Employee Handbook.
• Other activities as assigned by the Director of Development, COO, or CEO.

Minimum Requirements

Professional Experience/Skills:

• Proven experience and demonstrated ability in planning and executing successful special events.
• Excellent project management skills and experience.
• Detail-oriented, with the ability to manage multiple projects at a time.
• Excellent written and verbal communication skills.
• Ability to create and sustain client and donor relationships.
• Experience working with LGBTQ+ communities and other diverse peoples with cultural proficiency.
• Exemplify and embrace The Pride Center’s commitment to diversity, equity, inclusion, and accessibility.
• Experience in managing people and budgets.
• Experience in recruiting and organizing volunteers.
• Ability to train staff and volunteers to accomplish duties and special projects.
• Experience in using social media as an outreach and fundraising tool.
• Computer skills using Microsoft software applications (e.g., Word, Excel, Outlook, PowerPoint), IOS, and other operating systems, as required.
• Technology skills with social networking sites, social media strategies, and outreach to LGBTQ+ communities.
• Organizational abilities and critical thinking skills.  Logic and analytical ability.
• Attention to detail with the ability to not lose sight of the big picture.
• Ability to work in a hands-on environment with limited resources.
• Ability to work independently with minimal supervision as well as with staff and volunteers or in a team setting to achieve goals and accomplish tasks.
• Proven ability to motivate, encourage, and develop others.
• Demonstrated critical thinking skills, discretion, ethics, and judgment in the performance of duties; awareness of how critical decisions affect public perception of The Center and directly affect our service to the community.
• Ability to work well under pressure and de-escalate challenging situations.
• Physical ability to move about campus and around the community.
• Must have a vehicle and current driver’s license.
• Bilingual/bicultural skills preferred.
• Some nights and weekends are required.

Personal Qualities

The Special Events Coordinator will be:

• Committed and enthusiastic about The Center’s mission and programs with knowledge of LGBTQ+ communities and issues.
• Equipped to work with multicultural and diverse populations.
• Straightforward and self-assured; one who shares information readily listens as well as gives advice, and respects the abilities of others; diplomatic and empathetic.
• Creative and adept at planning, prioritizing, organizing, and following through; highly energetic and able to balance multiple competing priorities.
• A team player: able to work cohesively with others and perform related tasks effectively.
• Healthy in relational skills. One who listens well, speaks respectfully and assertively, honors diverse perspectives, and is honest.
• Highly entrepreneurial, resourceful, and flexible, with the ability to anticipate and act on events and opportunities that may advance The Center locally, regionally, and nationally.
• A strategist adept at planning, prioritizing, organizing, and following through; highly energetic and able to balance multiple competing priorities.
• A team builder with strong skills in management and leadership; must understand the subtleties of motivating, coordinating, and directing a diverse group of personalities.
• Energetic and willing to work flexible shifts, including some nights and weekends with a significant amount of fieldwork in the community.
• Emotionally mature with a sense of humor to maintain balance. The Pride Center is an equal employment opportunity/affirmative action employer. People of Color, People of Transgender Experience, Women, LGBTQ+ persons, and people with disabilities are encouraged to apply.

The Pride Center offers competitive Health, Dental, Vision, and Life Insurance coverage for Full-Time Employees. The Pride Center covers the full cost of monthly premiums for Full-Time Employees upon eligibility. This position may terminate at the end of the funding cycle, if not renewed or alternately funded.

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