Fundraising Event Manager

TITLE:

Events & Volunteer Manager

REPORTS TO:

Chief Development Officer

STATUS:

Full Time – Exempt*

DEPARTMENT:

Development Department

Boys & Girls Clubs of Tampa Bay, Inc. is a nonprofit organization based in Tampa, Florida whose Mission is to enable all young people, especially those who need us the most, to reach their full potential as productive, caring, and responsible citizens. Be part of an exciting organization that fosters diverse community relationships, and engages community partners, funders, and vendors in the Tampa Bay area. Boys & Girls Clubs of Tampa Bay is a fast paced, energetic, nonprofit organization with approximately 200 dedicated staff members.

POSITION SUMMARY:

The Events & Volunteer Manager will assist in the planning, execution and evaluation of revenue generating special events, including but not limited to: Annual Major Fundraisers, Board-Driven and Focused Events and Boys & Girls Clubs of Tampa Bay Foundation shared events. Because the success of the events and annual fundraising is largely tied to execution of a strong marketing plan, the Events & Volunteer Manager will work closely with the Senior Director of Development in all fundraising endeavors. As volunteer coordinator, this position will be responsible for assisting all external volunteers through application and placement including keeping records of their placement and auditing any current processes for improvement.

RESPONSIBILITIES:

Event Management:

• Plan, develop and facilitate logistics for events including contract negotiations, guest lists, venue preparation, presentation materials, entertainment, equipment and budget analysis.
• Collect data from events and create reports.
• Assist with designing, writing, and producing assets for events.
• Assist and manage the timeline, work plan and Run of Show for all special events.
• Assist with all event planning meetings, including pre- and post-event discussions.
• With the guidance and approval of the Senior Director of Development, negotiate costs and services with vendors, book event space, arrange food and beverage, order all supplies/decorations, coordinate audiovisual equipment & operation, and make travel arrangements.
• Working closely with the Development Team, coordinate the timely production of communication/event materials, to support coordination with graphic designers, printers, photographers and other creative resources.
• Coordinate the logistics for supply pick up and drop off to event location.
• Review speeches, write scripts, and coordinate rehearsals for events.
• Work with venue to create/revise room layouts/seating arrangements for each event as necessary.
• Manage on-site production, set-up and clean up for events.
• Organize and manage the invitation, registration and attendee check-in processes.
• Manage follow-up with vendors, sponsors and staff members following each event.
• Keep track of event finances including check requests, invoicing, and reporting.
• Research venue options coordinate appointments and visits to see venue space, and schedule events on Outlook calendar.
• Prepare and modify event calendar for internal and external individuals.
• Oversee personal gifts or awards, including selection, cost comparison, ordering and delivery.
• Support production design, layout, and distribution of sponsorship packages.
• Secure and manage volunteers working at the event.

Volunteer Coordinator:

• Coordinate and process all external volunteers through their application and placement.
• Provide volunteer support for various fundraising and special event activities as needed.
• Track volunteer hours and provide reports for volunteer value.
• Coordinate recruitment and outreach, cultivation, and retention and recognition activities of volunteer networks.
• Assist Development Team with speaking engagements designed to inform the public about available volunteer opportunities Boys & Girls Clubs of Tampa Bay.
• Expand volunteer support base through community awareness activities, including assisting the Development Team with posting via social media and online media service, and partnering with local businesses on specific projects.
• Coordinate volunteer activities ranging from individual volunteers to large corporate groups.
• Interview potential volunteers for orientations, inform of background requirements, match volunteer to a particular Club/program based on interest and skill set, coordinate individuals and groups as needed for various programs and special events.
• Coordinate, schedule, and train volunteers for specific projects. Act as primary contact for all Boys & Girls Clubs of Tampa Bay volunteers.
• Personally greet and assist volunteer groups on the day of their volunteer experience.
• In collaboration with Leadership Staff, formulate, affect, interpret, or implement volunteer policies or operating practices; plan long- and short-term volunteer objectives.
• Plan and coordinate volunteer appreciation activities.
• Write stories featuring volunteers for monthly e-newsletter and other publications as needed.
• In collaboration with the Development Tam, plan and execute volunteer stewardship including corresponding personally with handwritten notes and thank you telephone calls after initial volunteer session and after special events.
• Evaluate volunteer experience on a periodic basis.
• Maintain regular communication with volunteers via email, telephone and in-person.
• Other tasks as assigned.

SKILLS/KNOWLEDGE REQUIRED:

• Proven track record in successful execution of fundraising events.
• Previous experience with community outreach initiatives.
• Experience working with volunteers.
• Effective communication skills, both written and verbal.
• Critical attention to detail and must be extremely organized.
• Demonstrated capability to conduct oneself in a calm, positive, professional demeanor when dealing with the public and/or with demanding situations.
• Professional, friendly demeanor with strong interpersonal skills needed to establish and maintain relationships with key donors, decision makers and volunteers.
• Ability to work as a team player.
• Ability to prioritize, meet multiple deadlines, and manage multiple projects with excellent follow-up.
• Self-starter; ability to work independently as well as in a team environment with minimal supervision.
• Proficient in Microsoft Office software applications, MobileCause/Give Smart, and donor database, preferably Raiser’s Edge and/or Salesforce.
• Willingness to adjust hours to accommodate the needs of the job.

EDUCATION/CERTIFICATIONS:

• Bachelor’s degree from an accredited university required.
• Two to four years of experience in nonprofit or related area.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

• Occasionally required to stand and walk and may occasionally lift and/or move up to 50 pounds.
• Required to have a valid Driver’s License.
• Normal office environment. Evenings & weekend work required at times.

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.