Fundraising Events Specialist

Key Areas of Accountability

Fundraising Events

• Own the planning and execution of special events and fundraising experiences from initial concept through post-event follow-up. including Gala (August), Bowl-a-thon (February), Fashion Show (May), Spotlight on Art (November), and other fundraising events.
• Develop in coordination with the Director of Advancement the event timelines, fundraising goals, event budgets, work plans, and project plans.
• Coordinate event logistics including venues, catering, décor, entertainment, registration, signage, rentals, permits, contracts, licenses, and other event needs.
• Serve as the primary point of contact for vendors and external event partners.
• Coordinate event-day logistics and troubleshoot issues to ensure a positive experience for guests, volunteers, sponsors, and partners.
• Conduct post-event evaluations and prepare reports identifying successes, challenges, and opportunities for improvement.
• Maintain accurate event records, calendars, contact lists, sponsorships, budgets, other documentation, and other key performance indicators.
• Cross-train on operational and administrative functions that support the work of the development team and provide backup support as needed, including gift acknowledgments, invoicing, campaigns, and other CRM related data entry.

Third Party Events

• Develop and maintain relationships with individuals, businesses, community organizations, and groups hosting third-party fundraising events.
• Provide event organizers with fundraising resources, guidelines, promotional materials, and support.
• Ensure third-party events align with organizational policies, branding, and fundraising.
• Track third-party event activity, revenue, expenses, and outcomes.

Donor Engagement

• Assist with identifying and securing event sponsors and in-kind donations.
• Coordinate sponsorship fulfillment and ensure sponsors receive agreed-upon benefits and recognition.
• Assist with donor and sponsor stewardship before, during, and after events.
• Manage all gift acknowledgment letters for sponsors, ticket purchases, day-of-event donations, and in-kind event donations.
• Support the overall fundraising team with additional projects and initiatives as needed.

Marketing

• Design all event materials, including sponsorship packets, email campaigns, event websites, print mailings, day-of marketing materials, signage, and other event communications.
• Manage all event related content on agency website, event website, and social media channels.
• Collaborate with media partners for coverage of events including event attendance, features, and press releases.
• Collaborate with the developmental team on event promotion, including email campaigns, social media promotion, website updates, printed materials, signage, and other event communications.

Volunteers

• Coordinate with the development team to recurit, engage, and support event committee members and volunteers.
• Schedule and facilitate committee meetings and provide members with the information and resources needed to meet fundraising and event goals.
• Develop strong working relationships with event committee chairs, including coordinating committee meetings and preparation of committee agenda and minutes.