Special Events Coordinator

Special Events Coordinator

Gloucester, MA

Make a Lasting Impact—We are hiring for a Special Events Coordinator

At Pathways, we believe that to teach is to touch lives. We are a mission-driven organization dedicated not only to nurturing young children and families, but also to creating impact.

We are currently seeking a Special Events Coordinator who plays a critical role in advancing Pathways for Children’s mission and creating a positive, external view of the agency. The Special Events Coordinator is a member of the Institutional Advancement team, responsible for fundraising and stewardship event coordination, and coordination of specific community engagement opportunities.

This position will also take a lead role in Pathways’ participation in the Cape Ann Kids Holiday Store.

About the Role:

Schedule – 30 hours per week/52 weeks per year (schedule subject to change to support program needs)

Rate – $24.00

Key Responsibilities

• Coordinate, promote and manage fundraising and donor focused events including, but not limited to, our annual gala, major donor appreciation reception, golf tournament, and a variety of smaller fundraisers throughout each year.
• Research venues and vendors and provide comparative recommendations based on cost, features, quality, and alignment with goals.
• Determine event budgets in collaboration with Director of Institutional Advancement and adhere to accordingly.
• Coordinate with venues/hosts regarding menu planning, seating arrangements, audio and visual requirements/capabilities, decorations, and overall event flow.
• Generate and monitor event timelines and ensure that deadlines are met accordingly.
• Collaborate with printer and design vendors to create event invitations and print collateral, A/V presentations, and other media as required.
• Recruit and support volunteer event committees.
• Develop sponsorship and auction solicitation materials.
• Solicit businesses, both in-person and online, for auction donations.
• Coordinate event logistics to include registration, attendee tracking, presentation(s), materials support and pre and post-event evaluations.
• Support related gift entry and acknowledgement process as needed.
• Recruit staff and volunteers to support up to 5 community facing events each year.
• Ensure Pathways representatives are prepared and have the materials needed for the event.
• Personally attend and manage a minimum of 2 community facing events each year.
• Serve as lead Pathways’ Coordinator for the Cape Ann Kids Holiday Store
• Support the distribution of toy collection flyers and boxes.
• Oversee delivery and organization of toy donations throughout early December.
• Manage on-site logistics during toy distribution.

Qualifications

Required:

• A minimum of two years event planning or project management experience
• Proficiency in MS Office, Facebook, Instagram and other social media platforms
• Superior customer service skills
• Strong interpersonal, communication and relationship-building skills
• Highly organized and able to multi-task
• Ability to work independently and exercise thoughtful decision-making.

Preferred:

• Knowledge of Raisers Edge or similar CRM system and Canva a plus; knowledge of the non-profit sector and fundraising.

Other Requirements (related to in Program licensing standards):

• This position requires frequent community visits to events, local resources and organizations that support development initiatives within the Pathways catchment area.
• An on-site workspace will be provided at the Emerson school location in Gloucester.
• Potential to work remotely up to half-time, depending upon current project needs and with prior approval. Valid MA driver’s license, proof of auto insurance, and reliable transportation required.
• Must successfully complete employment physical, CORI, SORI, DCF, fingerprint clearance, and comply with Head Start vaccine requirements (related to in Program licensing standards):

Travel Requirements

• This position will be required to travel to local and regional events on a consistent basis. Travel between Pathways Centers (e.g. Gloucester, Salem and Beverly) as needed.