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Events Coordinator – Part-time for C. S. Lewis Society
Work from home, on-site presence required for events and meetings. Part time, weekly hours will vary, with event weeks requiring increased hours (Illuminate the Bay, annual banquet, other events).
Require competent, experienced Event Coordinator for a 501(c)3, with a heart for and understanding of the ministry, who is a compassionate yet efficient communicator. An ambassador for CSLS in every interaction. Experienced in planning, organizing, and leading events of all sizes; selecting venues; meeting event needs. Has strong eye for detail. Effective negotiator for event venues and services. Has ability to organize and lead many volunteers across multiple events during Illuminate the Bay week, in different venues around the area. Assists directors with planning for remote speaking events. Works with the directors, handling marketing, internal and external resources. Helps to identify target attendees, communicates with event sponsors before and after events, handles all communication and registration. Will need to be familiar with mass email software (Constant Contact/Event Brite). Work base will be from home, but will need flexibility and transportation to hold face-to-face meetings with hosts, services and various committees.
Job duties include:
Plans with directors, and leads all events, including multi-event week, annual banquet, and various shorter engagements. Establishes and manages, with directors, event budgets. Works with event hosts on all logistics. Recruits and leads volunteer support for various event activities. Holds meetings with the committee/ volunteers to ensure goals are being met on time. Attends staff meetings related to all events (one Saturday morning monthly for “Illuminate the Bay”). Works with outside services or internal resources (and with staff) to develop and manage event promotional materials, both hard copy and on-line, to format and publish flyers, posters, and advertisement for all events. Handles event registration, both pre-event; and at the event with volunteer assistance Negotiates venue agreements, including catering. Ensures logistics are managed for external speakers, musicians, key visitors. Arranges event materials—name tags, pens, favors, donation envelopes, follow up cards. Coordinates with directors on any product (books, DVDs, brochures needed for events). Arranges for video recordings, photography, and other post-promo materials for website, donors, mailings, social media, and future events. Ensures all follow-up information is collected and distributed to staff promptly after each event. Submits all event costs to finance director for payments and reimbursements. Maintains an updated listing of potential venues for various sized events in the Bay area. Works with office admin, finance, directors, and others on all aspects as needed.
Successful candidate will have a strong initiative and experience in leading successful and often simultaneous events of this nature; four-year degree in a related field desirable; excellent interpersonal and organizational skills. The candidate must be proficient in the use of Word and Excel software, social media platforms, plus have the ability and be willing to learn other software (e.g. project management such as Asana). Strong, positive, communicator, both orally and written; and must have a heart for this ministry.
Work from home, hours flexible while meeting commitments. Be physically able to handle the demands of set-up for all events with the help of volunteers, including promotional displays, posters, signs, and other requirements. Report to President of CSLS, dotted line to Executive Director.
Compensation: Commensurate with experience
If interested, please contact:
Dave Engelhardt President & Director, C.S. Lewis Society
Davee514@gmail.com 813.404.8855 2430 Welbilt Ave., Trinity, F