Special Events Coordinator

Special Events Coordinator 1200 Shermer Road, Northbrook, IL 60062 $25

• $30 an hour
• Part-time $25
• $30 an hour
• Part-time Special Events Coordinator Part-time TotalLink to Community is a 501(c)3 with a vision for inclusive communities that allow people of all abilities to live full and meaningful lives.

Summary:

The Special Events Coordinator is an integral part of the TotalLink team and is responsible for supporting TotalLink's events and community engagement efforts. This role will assist with planning, organizing, and executing special events that help advance TotalLink's mission and strengthen relationships with donors, sponsors, volunteers, and community partners. Reporting to the Director of Development, the Special Events Coordinator, in collaboration with the Development team, supports event coordination, donor and database management, and community events. The Special Events Coordinator works with volunteers, event committees, the Development Coordinator, Director of Development, Executive Director, Fundraising Committee, and office administration to carry out their role.

Overview:

This position requires a high level of creativity, attention to detail, organization, the ability to multitask, a willingness to take initiative, and a passion for making a positive impact in the community. This person will work independently and will be responsible for specific project work. Expertise in spreadsheets, donor management systems, and technology is required, as is the ability to learn new programs. The Special Events Coordinator will have access to and use confidential information about donors and must have a good sense of diplomacy. This person must have strong interpersonal, oral, and written communication.

Responsibilities:

Adheres to all TotalLink policies and procedures. Event Planning & Execution 50% of time Lead planning, coordination, and execution of fundraising events and community engagement activities with support and strategic guidance from the Director of Development. Coordinate event logistics, including venue arrangements, vendor communication, timelines, registration, decor, materials, and day-of-event operations. Assist with developing event plans and implementation strategies, including vendor negotiations under the guidance of the Director of Development. Track event tasks, deadlines, and deliverables to ensure successful and timely execution. Provide on-site event support, including setup, coordination, guest engagement, troubleshooting, and breakdown. Maintain event records, budgets, and post-event reports as assigned. Set up registration on the website and One Cause. Sponsorship & Donor Support 25% of time Assist the Director of Development with sponsor and donor stewardship activities related to fundraising events. Coordinate sponsorship materials, recognition items, donor communications, and event benefits fulfillment. Help maintain accurate sponsor and donor records, tracking commitments and follow-up activities. Support outreach efforts through preparation of sponsorship packets, including decks, signage, thank-you letters, and donor correspondence. Assist with event-related fundraising initiatives and donor engagement opportunities. Track all sponsorships, donations, and acknowledgments in the CRM system to ensure accurate reporting and follow-up. Administration & Communication Support 15% of time Provide administrative support for fundraising and special event activities, including scheduling meetings, preparing materials, and organizing files. Assist with event communication efforts, including invitations, attendee confirmations, social media coordination, and email reminders. Maintain organized event documentation, contact lists, and project timelines. Collaborate with staff to ensure consistent communication and coordination across departments. Volunteer & Committee Coordination 10% of time Support the recruitment, scheduling, and coordination of event volunteers and committee members. Assist with volunteer communication, assignments, training, and event-day coordination. Help facilitate committee meetings by preparing materials, tracking action items, and communicating updates. Foster positive relationships with volunteers and committee participants to support successful events and community engagement. The above covers the most significant responsibilities of the position. It does not, however, exclude other duties, the inclusion of which would conform with the level of the position.

Qualifications and Expectations:

A college degree from an accredited institution. Excellent verbal, written, and organizational skills are required. Must be highly organized, detail-oriented, and have the ability to work in a multi-task environment. Expertise in Excel, Word, Google Docs, and Canva is required. Experience with Little Green Light and One Cause platforms is a plus. Ability to deal effectively with a wide range of individuals within and outside of TotalLink. Deadline-oriented and detail-oriented. Must possess a high level of energy and a can-do attitude. Must have the ability to accurately proofread and edit reports and correspondence. Demonstrate a passion for the mission and vision of TotalLink to Community. Ability to interact with diplomacy and tact with TotalLink participants, stakeholders, and diverse groups. Minimum of 1

• 2 years of experience coordinating events, including responsibility for logistics, timelines, vendors, registration, setup, and day of execution.

Experience supporting or coordinating nonprofit, fundraising, community, or volunteer-based events preferred. Expected to maintain a flexible schedule to meet the needs of the organization. Since many community, fundraising, and stakeholder events are held in the evenings and on weekends, regular availability during these times is required. Approximately 7

• 10 weekends annually, generally involving one weekend day per event.

Salary Range for

Position:

$25

• $30/hour TotalLink to Community is an equal opportunity employer and is committed to the belief that each individual is entitled to equal employment opportunity.

Please send a cover letter and resume to Alisa Martorano, Director of Development, at amartorano@totallink.org.

Pay:

$25.00

• $30.

00 per hour

Work Location:

In person