Events Specialist

Catholic Charities USA•Denver, CO

53d•$60,000 - $65,000

About The Position

Catholic Charities of the Archdiocese of Denver has been serving Northern Colorado since 1927. We serve tens of thousands of people each year in seven ministries: Marisol Services, Early Childhood Education, Shelter Services, Catholic Charities Housing, St. Raphael Counseling, Family, Kinship, and Senior Services; and Parish & Community Engagement. Our employees are crucial to our success in achieving our mission to extend the healing ministry of Jesus Christ to the poor and those in need. Catholic Charities provides a work environment where self-motivated and mission driven individuals are recognized and rewarded. Catholic Charities is an Equal Opportunity Employer. We are committed to welcoming applicants and program participants of all faiths; as well as an inclusive and welcoming environment for staff, volunteers, and program participants. PURPOSE OF POSITION: An Event Specialist at Catholic Charities: Event Planning, Production & Creative Execution Plan and coordinate all logistical aspects of assigned fundraising and cultivation events, including venue, décor, seating, catering, audiovisual setup, entertainment, equipment, and staging. Contribute creative ideas that enhance visual design, theme, décor, program elements, and overall guest experience. Assist the Senior Director in designing event environments that reflect mission, beauty, hospitality, and attention to detail. Create run-of-show documents, production timelines, and on-site flow plans that reflect both tactical needs and guest experience priorities. Support brand consistency by working with Marketing/Communications on creative assets, signage, print materials, and multimedia needs. Vendor Coordination & Budget Support Research, recommend, and coordinate vendors such as florists, rentals, printers, entertainers, photographers, caterers, and production partners. Gather quotes, negotiate pricing when appropriate, and ensure services meet quality expectations. Track event expenses and support budget reconciliation. Registration, Data Management & Guest Services Manage guest lists, online registration systems, RSVPs, seating charts, check-in, and ticketing logistics. Maintain accurate event and donor data in the CRM. Provide exceptional hospitality and guest support before, during, and after each event. Mission & Storytelling Integration Assist the Senior Director and ministry partners in sourcing mission stories, visuals, and testimonies for programs or displays. Help design creative mission-centered elements (e.g., impact boards, photo displays, videos, ministry tables, witness moments). Cross-Department Collaboration Work with Marketing/Communications to coordinate branding, invitations, digital promotions, and event signage. Partner with Philanthropy Team, Corporate Development, Mission Advancement and Ministry Teams to support donor relations and mission integration. Assist with on-site content needs such as script printing, cue cards, media support, and creative props. Volunteer Coordination Recruit, schedule, and direct volunteers for setup, guest greeting, registration, ministry tables, or hospitality tasks. Provide clear instructions and ensure volunteers feel appreciated and included. Day-of Event Leadership Serve as a key operational lead during events, handling setup, guest flow, vendor coordination, and issue resolution. Ensure visual elements are placed correctly, décor is set according to plan, and mission-centered touches are executed well. Bring a calm, professional presence during event execution. OTHER DUTIES AND RESPONSIBILITIES Maintains professional ties with other service organizations/boards/committees for the benefit of the program. Good steward of Agency human, financial and capital resources Participates effectively as a team member through communication, cooperation, information sharing and problem solving. Participates in staff trainings and programs as required. Manage event inventory, supplies, décor, signage, equipment, and storage. Support special projects, staff events, and internal celebrations as needed. Participate in team meetings and organizational activities. Supports and communicates the mission and values of Catholic Charities. Familiarity with or willingness to learn Catholic social teaching. Ability to integrate mission elements into events with sensitivity and respect Any other tasks or duties as assigned.

Requirements

Demonstrated ability to effectively plan and execute creative, fundraising events from concept through post -event evaluation.
Able to manage multiple priorities simultaneously and meet deadlines.
Demonstrated ability to effectively motivate and include volunteers.
Ability to communicate effectively with people from diverse backgrounds, both interpersonally and in writing.
Knowledge of the service population's cultural and socioeconomic characteristics and the appropriate techniques and practices for the client population.
Ability to interact effectively as a team member and independently with Agency staff and with a diverse client base.

Nice To Haves

Associate's or Bachelor's degree in hospitality, communications, marketing, nonprofit management, or related field preferred.
2-4 years of experience in event planning, event production, hospitality, marketing/events, or related project coordination.
Experience with creative event design, décor, or thematic planning strongly preferred.

Responsibilities

Plan and coordinate all logistical aspects of assigned fundraising and cultivation events, including venue, décor, seating, catering, audiovisual setup, entertainment, equipment, and staging.
Contribute creative ideas that enhance visual design, theme, décor, program elements, and overall guest experience.
Assist the Senior Director in designing event environments that reflect mission, beauty, hospitality, and attention to detail.
Create run-of-show documents, production timelines, and on-site flow plans that reflect both tactical needs and guest experience priorities.
Support brand consistency by working with Marketing/Communications on creative assets, signage, print materials, and multimedia needs.
Research, recommend, and coordinate vendors such as florists, rentals, printers, entertainers, photographers, caterers, and production partners.
Gather quotes, negotiate pricing when appropriate, and ensure services meet quality expectations.
Track event expenses and support budget reconciliation.
Manage guest lists, online registration systems, RSVPs, seating charts, check-in, and ticketing logistics.
Maintain accurate event and donor data in the CRM.
Provide exceptional hospitality and guest support before, during, and after each event.
Assist the Senior Director and ministry partners in sourcing mission stories, visuals, and testimonies for programs or displays.
Help design creative mission-centered elements (e.g., impact boards, photo displays, videos, ministry tables, witness moments).
Work with Marketing/Communications to coordinate branding, invitations, digital promotions, and event signage.
Partner with Philanthropy Team, Corporate Development, Mission Advancement and Ministry Teams to support donor relations and mission integration.
Assist with on-site content needs such as script printing, cue cards, media support, and creative props.
Recruit, schedule, and direct volunteers for setup, guest greeting, registration, ministry tables, or hospitality tasks.
Provide clear instructions and ensure volunteers feel appreciated and included.
Serve as a key operational lead during events, handling setup, guest flow, vendor coordination, and issue resolution.
Ensure visual elements are placed correctly, décor is set according to plan, and mission-centered touches are executed well.
Bring a calm, professional presence during event execution.
Maintains professional ties with other service organizations/boards/committees for the benefit of the program.
Good steward of Agency human, financial and capital resources
Participates effectively as a team member through communication, cooperation, information sharing and problem solving.
Participates in staff trainings and programs as required.
Manage event inventory, supplies, décor, signage, equipment, and storage.
Support special projects, staff events, and internal celebrations as needed.
Participate in team meetings and organizational activities.
Supports and communicates the mission and values of Catholic Charities.
Familiarity with or willingness to learn Catholic social teaching.
Ability to integrate mission elements into events with sensitivity and respect
Any other tasks or duties as assigned.

Benefits

Extensive Paid Time Off (4 weeks accrual for new employees - increasing based on tenure) promoting work life balance.
15 Paid Holidays annually (shelters are 24/7, so if a holiday is worked, holiday pay is in included.)
Sabbatical Leave Program: Employees who have completed seven years of continuous full-time service are eligible for a paid sabbatical leave to support rest, renewal, and professional or personal growth. Eligible staff may take 4 weeks of sabbatical leave.
403b Retirement Plan with Agency contribution of 4% & match up to 2% of annual compensation.
Choice of 3 PPO Medical Plans (90% of employee's and 75% of dependent's premiums is paid by Agency), Dental, & Vision starting the 1st day of the month following start date.
May be eligible for Public Service Loan Forgiveness through Federal Student Loans and many more benefits.
Part-time employees (20-29 hours per week) also receive paid annual leave, company paid holidays, and 403b retirement plan with agency contribution and match.

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