Coordinator for Special Events

  • The Night Ministry
  • Chicago, IL, USA
  • Jul 08, 2019
Full time Development Event Management Event Planning Fundraising Special Events Volunteer Planning/Coordination/Management

Job Description

Coordinator for Special Events

Chicago, IL, USA


Full Time


FLSA Status: Non-Exempt

Department:  Development & Ext. Relations (DEV)

Reports to:  Vice President, Development & External Relations

Position Summary:  Responsible for overseeing all aspects related to the creation, coordination and execution of special events and activities to increase public awareness, knowledge, and support of The Night Ministry. This includes securing sponsorship, participant recruitment, volunteer involvement, team building, marketing, budget, timelines, analysis, and logistics.

General Purpose: Promote the mission and programs of The Night Ministry by maintaining and growing relationships with various constituency groups through the execution of special events. 

Positions Responsibilities:

  • Increase revenue of and grow participation in assigned events, such as Annual Awards Dinner & Auction, Golf Outing, Third Party Events, and Cultivation Events.

  • In conjunction with Vice President, Development & External Relations, develop and implement annual plan for assigned events, including goals, objectives, follow-up, and evaluation.

  • Work collaboratively with Board members, staff, and volunteers to cultivate donors and solicit individual and corporate contributions and sponsorships for assigned events.

  • Procure donations, silent auction items, and in-kind items or services.

  • Responsible for research, site visits, selection of and contract negotiations with third-party vendors; also to include audio visual, catering, and decorations.

  • Recruit, manage, and support volunteers and related special event committees.

  • In conjunction with Vice President, Development & External Relations and Event Chairs, participate in and/or lead event-related meetings.

  • Produce all event support materials, such as name tags, poster boards, programs, etc.

  • Work with Senior Communications Associate:

    • To design, produce, and mail invitations and other printed and digital materials.

    • On event promotion to target audiences and increase event participation.

    • To ensure that publication worthy photographs, logos, and graphics are secured for donor recognition and reporting.

  • Prepare presentations for each event, in conjunction with the Vice President, Development & External Relations and President.

  • Prepare thank you letters for donors and volunteers as necessary.

  • Work closely with The Night Ministry's Associate Board to plan and execute their special events, including their Gala in November.

  • Serve as a strong representative of The Night Ministry, its work, mission, programs and services.

  • Attend all staff, departmental, and subcommittee meetings as required.

  • Perform other tasks and duties as assigned by the Vice President, Development & External Relations.

Essentials skills and experience:

  • Bachelor's Degree required, with 2-3 years of relevant fundraising/business/special events management experience preferred.

  • Excellent written and verbal communications skills.

  • Exemplary organizational skills and keen attention to detail.

  • Ability and willingness to manage multiple projects and meet deadlines.

  • Experience soliciting and securing donations from corporations, foundations and individuals.

  • Experience managing event logistics, including auction item procurement and vendor management.

  • General can-do attitude and ability to deal with unforeseen circumstances with ease.

  • Work schedule flexibility.

  • Proficient in building strong relationships, demonstrating initiative, and taking accountability.

  • Ability to work independently and as part of a team.

  • Must have access to vehicle and driver's license.

  • Demonstrated proficiency with Microsoft, Excel, Outlook, and PowerPoint. 

Nonessential skills and experience:

  • Working knowledge of Adobe Creative Suite and Publisher.

  • Knowledge of donor tracking databases.

  • Familiarity with Chicago-area non-profit community. 

Reporting to this position:  No direct reports

Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Physical Demands: While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle or feel objects, tools or controls; climb stairs; talk or hear. The employee must occasionally lift and/or move 20 pounds and drive an automobile. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

  • Work environment: While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate, but may vary at the off-site events and meetings employee is occasionally required to attend.

Compensation: position offers base salary with benefits package.