POSITION OBJECTIVE: Works under the direct supervision of the Chief Marketing Officer and collaborates with other team members to plan, coordinate and execute all facets of Heart of Florida United Way events and meetings from concept to on-site coordination. Major events include but are not limited to the Women United Luncheon, Chef’s Gala, Corporate Leadership Breakfast, Live United Victory Celebration, etc. This position serves as the lead on event-related projects and will also incorporate best practices in communications through events including use of social media, event marketing, etc., upholding the brand and reputation of the organization.
PRIMARY JOB RESPONSIBILITIES/DUTIES: • Manages coordination of events from concept to on-site implementation. • Works with internal Heart of Florida United Way departments to coordinate their roles in the event planning process. • Schedules and leads all event planning meetings with internal team. • Assist with internal meetings and events that are higher profile, more complex or larger in size. • Conducts research to explore venue and vendor options for events. • Partners with vendors and venues to secure estimates and proposals. • Builds relationships with external partners to solicit in-kind contributions and ensure best possible pricing has been negotiated. • Provides input on copy and design specifications for evites and printed materials (ex. signage, collateral, etc.). • Acts as the primary lead on-site during events to ensure proper flow and manage details. • Manages staff and vendors at chosen event site in order to coordinate details. • Works with IT to set-up registration process for events. • Monitors, tracks and reports return on investment for events. • Reviews event invoices for accuracy and acquires approval for payment. • Conducts event evaluations in order to determine how future events could be improved. • Maintains records of all event aspects including budget summary. • Works with event sponsors to ensure all needs are met for both the sponsor and event. • Provides stellar customer service to internal and external customers. • Other duties as assigned.
EDUCATION AND EXPERIENCE: • Detail-oriented, deadline-driven self-starter with strong customer service and organizational skills. • Bachelor’s degree or equivalent combination of experience and education required. • A minimum of one year related experience; or equivalent combination of education/training and experience. • Event Planning Certification preferred • Demonstrated ability to manage multiple projects at simultaneously, set priorities, identify and address challenges. • Demonstrated proficiency with Windows and Microsoft Office Suite, ability to type a minimum 55 WPM, ability to use common office equipment such as copier and fax. • Must be able to prioritize and manage heavy workload in fast-paced work environment. • Must be personable with excellent verbal and written communications skills, and be able to interact with a variety of individuals/organizations while maintaining confidentiality. • Ability to work in fast paced environment. • Ability to coordinate, manage and execute several events at one time.