Events and Sponsorship Administrator

The Conservancy of Southwest Florida•Naples, FL

About The Position

The Events and Sponsorship Administrator is responsible for event logistics, vendor management, volunteer and committee coordination, identification, cultivation, solicitation and stewardship of corporate and individual sponsorships, and financial tracking. This position reports directly to the Donor Experience Manager (DEM).

Requirements

Bachelor's Degree preferred in business or hospitality administration or marketing.
Minimum of three to five years’ experience in non-profit event planning and management, including experience with high-grossing live and silent auctions.
Experience working with diverse event committees.
Ability to prioritize, process, and follow through with event planning and management systematically, with extreme accuracy and attention to detail.
Excellent communication (verbal and written), budgeting, organizational, time management, interpersonal, and presentation skills.
Well-organized and skilled in coordinating event logistics.
Proficient in Microsoft Office applications; knowledge of Altru and auction management software is a plus.
Ability to work independently and as part of a team.
Willingness to work weekends and evenings as required.
Reading and interpreting documents, both for understanding and for writing reports and correspondence.
Effective written and verbal communication when addressing groups.
Mathematical skills are necessary for calculating figures and applying basic concepts of algebra and geometry.
Ability to define problems, collect data, and draw valid conclusions is crucial, along with interpreting technical instructions.
Reasonable accommodations may be made to accommodate individuals with disabilities in fulfilling these essential functions.
Valid driver’s license and good driving record.

Responsibilities

Event Management and Coordination: Oversee all event logistics related to venue coordination, vendor management, timelines, audiovisual needs, rentals, catering, guest services, and on-site execution to ensure a seamless execution of all Conservancy events.
Provides point of contact for corporate and individual sponsors, resulting in timely responses and strengthened sponsor relationships.
Leads identification, cultivation, solicitation and stewardship of corporate and individual sponsors, resulting in increased revenue and a stronger sponsorship pipeline.
Track corporate and individual sponsorships
Organizational Event Support: Supports organizational fundraising, cultivation and stewardship events, such as Magic Under the Mangroves, Annual Recognition Breakfast, Annual Members Meeting, and Red Snook Charity Fishing tournament
Support private donor and cultivation events in collaboration with the DEM and Development staff.
Ensure proper recording of Memorandums of Understanding (MOU) with corporate partners.
Partner with the Facilities Team for event logistics.
Budget and Financial Management: Coordinates with accounting to ensure proper credit of gifts/pledges received.
Requests Altru reports for internal and external purposes on philanthropic giving and progress towards goals, as well as benchmark reports as needed.
Develop innovative approaches to generate new and higher levels of giving for new and existing partners.
Project Planning and Management: Train staff, interns, and volunteers associated with events, ensuring they are well-prepared and engaged.
Implement use of project management tools (Monday.com) for event task oversight.
Present suggestions for processes & procedures to improve communication and efficiencies.
Contracts, Compliance, Documentation, and Stewardship: Ensure stewardship program is implemented and adhered to for corporate partners, event patrons, and attendees.
Coordinate event agreements, including contracts, leases, permits, and insurance.
Ensure acquisition and adherence to necessary compliance documentation and all event data and documentation.
Liaise with finance department for in-kind gift auction donation acceptance and new vendor contract review.