Events Coordinator (2 years Event Planning experience required) Position Available In Polk, Florida

Events Coordinator (2 years Event Planning experience required) Talbot House Ministries Lakeland, FL Job Details Part-time $20 an hour 1 day ago Qualifications Public Relations Microsoft Excel Customer service Writing skills Event planning Mid-level Microsoft Office ROI Databases Driver’s License Canva Phone etiquette Associate’s degree 2 years Communication skills

Full Job Description Events Coordinator Classification:

Part-Time, Non-Exempt Reports to:

Director of Development Supervises:

No direct reports

Summary:

Talbot House Ministries was established to be a place of hope for people who had lost hope: the hungry, the homeless, and the poor. Planting the seeds of hope is something we do with everyone who comes through our doors. The Events Coordinator supports Talbot House Ministries’ fundraising efforts by planning and executing large-scale, high-quality community events. This position works closely with the Development team, Board of Directors, and a variety of community stakeholders to ensure an excellent guest experience and high return on investment to carry our mission forward.

Core Responsibilities/Essential Functions:

Produce and manage a timeline of event details including, working with the Development team to set, and meet deadlines for collateral materials and marketing efforts, registration, donor recognition, and other elements. Schedule and attend monthly event committee meetings, recording and distributing agendas, meeting minutes, and other information as necessary. Coordinate event details such as venue, catering, entertainment, A/V and technical support, registration and seating, in-kind donations, collateral materials, and other programmatic elements. Obtain and compare competitive vendor quotes, track expenses, and submit invoices in order to meet event budgeting expectations. Negotiate with vendors and community partners to produce cost-effective events. Serve as liaison to event participants such as attendees, sponsors, guest speakers, and entertainment, keeping all parties informed with timely correspondence. Maintain accurate, organized records digitally and in print, including correspondence, deadlines, proposals and contracts, passwords, collateral materials, and other supporting documentation. Solicit, collect, and inventory silent auction items, delegating as necessary to execute silent auctions, raffles, and other enriching guest experiences. Lead and delegate to event volunteers, particularly during set-up and tear-down on the day of events. Prepare need-to-know information for key leadership to use the day of the event, including scripts, timelines and contact information, seating charts, VIP information, and other information as requested. Perform or delegate stage management duties as appropriate the day of the event. Work collaboratively with staff and volunteers to coordinate event responsibilities and ensure deadlines are met. Work with Development team to ensure the timely recognition and acknowledgement of sponsors and donors as appropriate. Assisting with donor recognition and event marketing efforts as needed. Maintain confidentiality of donor information. Provide post-event reporting and analysis, including debriefing with event stakeholders.

Key Performance Indicators:

Event Execution Rate :

Percentage of scheduled events successfully executed on time and within scope. 100% of events are executed as scheduled with all major deliverables met.

Sponsor Retention and Engagement :

Percentage of event sponsors returning year-over-year and the number of new sponsors engaged. Retain at least 75% of prior year sponsors and secure 10% new sponsors per major event.

Budget Adherence :

Events managed within allocated budget limits. Maintain all event expenses within ±5% of the pre-approved event budget.

Post-Event Satisfaction Score :

Feedback rating from attendees, sponsors, and internal stakeholders via post-event surveys. Achieve an average satisfaction score of 90% or higher.

Silent Auction Procurement Rate :

Number of in-kind items or experiences secured for silent auctions relative to goal. Acquire at least 90% of targeted auction items 2 weeks before each event.

Education, Skills, and Abilities:

2 years of event planning experience required, preferably in a nonprofit environment Associate’s degree in public relations or related fields required Proficiency in Microsoft Office products, especially Excel, required. Experience CRM databases is required. Experience in graphic design software, such as Canva or Adobe products, preferred. Committed to high standards of ethics and confidentiality. Exceptional time management and ability to multitask to meet deadlines. Strong communication skills, especially writing. Excellent telephone etiquette and customer service skills.

Physical and Special Requirements:

• Possession of a valid driver’s license and ability to regularly travel to other locations for business reasons.
• Hiring requirements include a criminal records background check clearance.
• Must be able to remain in a stationary position 50 percent of the time.
• Must be able to move throughout the office to access file cabinets, printers, etc.
• Must be able to move items weighing up to 50 pounds.

All positions at Talbot House Ministries require mandatory ongoing training and every employee is required to be available for all scheduled trainings. In addition, employee attendance is required at all mandatory staff meetings.

Job Type:

Part-time Pay:

$20.00 per hour

Schedule:

Day shift Monday to Friday Application Question(s): Proficiency in Microsoft Office, Excel required.

Education:

Associate (Required)

Experience:

event planning: 2 years (Required) Ability to

Commute:

Lakeland, FL 33801 (Required) Ability to

Relocate:

Lakeland, FL 33801: Relocate before starting work (Required)

Work Location:

In person