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Event Specialist, Logistics

Position Description:

The Event Specialist, reporting to the Director of Development, is one half of the Events Management Team, and works closely with the President, Board of Directors, staff members, volunteers, event committees, and in the community to further the revenue development goals Ann’s Place. The position averages 25 hours a week with work to be performed from our main offices in Danbury, with some meetings and events at other locations. This position plays a critical role in reaching the Development team’s revenue goals, with a specific focus on major event logistics.

Specific Responsibilities:

·       As a major contributor to the Event Management Team, this position is the lead logistics coordinator for multiple internal events a year. These responsibilities include:

o   Cultivate and manage event committee members, together with event committee chair.

o   Manage site negotiations and site logistics such as food, supplies, informational signage.

o   Oversee event logistics such as attendance tracking, event payment systems, program book content, recognitions (digital and print), etc.

o   Manage an event planning checklist to ensure the events are on-track with tasks completed in a timely, professional manner.

o   Assess volunteer needs for events and work with the Volunteer Coordinator and Event Communications to ensure volunteer roles are filled. 

o   Manage event volunteers on site in coordination with the Volunteer Coordinator.

o   Manage materials stored for events; anticipate volume and assist other office staff involved in managing materials.

o   Maintain budget spreadsheet, including gross and net projections and final actual.

o   Managing and tracking all auction and raffle donations in partnership with relevant event committee members

o   Ensure in-kind donors are recognized as appropriate

o   Manage the distribution of items to the winners

·       As part of the Development team, this position is a part of:

o   Creating and implementing innovative ways to maximize event revenue – sponsorships, ads, add-ons, day of event up sales

o   Researching new online tools to increase event participation and aid in event management

·       Provide regular updates on progress to Director of Development and President-CEO.

·       Able to work flexible hours including, evenings and weekends.

·       Perform other related duties as assigned.

Job Qualifications:

·       Bachelor’s degree strongly preferred.

·       3 – 5 years of relevant work experience in all aspects of event planning and execution required.

·       Proven strong organizational skills and attention to detail.

·       Enthusiastic and positive. Strong interpersonal skills.

·       Strong verbal and written communication skills.

·       Proficient research and negotiation skills when looking for the best price from venues, suppliers and contractors.

·       Excellent time-management skills and the ability to work under pressure

·       Ability to work and make sound decisions independently and take initiative to work with a team

·       High capacity to manage, assess value and importance, and prioritize multiple tasks and activities

·       Strong working knowledge of social media.

·       Familiarity with design tools such as Canva and digital fundraising platforms such as Click Bid and Little Green Light strongly preferred. Experience with layout or graphic design is desired but not mandatory

·       Proficient computer skills for databases, word processing, spreadsheets, etc.

·       Must be able to lift at least 40 pounds.

·       Must be comfortable standing and walking for long periods of time during events.

·       Must have a valid driver’s license and reliable transportation throughout the day.

Expected hours: Average of 25 hours a week

Benefits: Holidays, sick and vacation time

Salary range: $23-27/hour

To apply send resume and a brief note about why you love logistics and want to work at Ann’s Place to jessica @ annsplace.org