Events Specialist

Junior Achievement of South Florida•Coconut Creek, FL

2d•Onsite

About The Position

The Events Specialist works with members of the Junior Achievement of South Florida team to create, produce, and manage approximately 10 events each year that support JA’s educational programs. This person is a critical member of the JA team and works closely with fellow staff from all departments, as well as volunteers, to achieve the goals of each event. The Events Specialist reports to the Development & Events Director and shares in the direct oversight of all details for each event. In addition to assisting with fundraising and facility rental events, this position also leads the Events team’s coordination efforts of JA’s program-related events. The Events Specialist is a salaried position, that often requires a flexible work schedule as many events may require early mornings and/or evenings and weekends.

Requirements

A minimum of 3 to 5 years in event management (preferably with experience in nonprofit industry)
Bachelors’ degree in related field or the equivalent in extended experience.
Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint required. SharePoint and/or Teams a plus) and advanced computer literacy
Exceptional customer service skills
Proactive leadership attributes, including the ability to motivate others to work together as a cohesive team
Successful project management skills; Ability to handle several projects simultaneously in a dynamic, team-oriented environment and effectively manage workflow to meet deadlines
Excellent oral/written communication skills
Effective managerial, project management and customer service skills
Results and solutions-oriented
Ability to maintain a positive attitude and achieve event goals in high-pressure situations
Highly organized; Ability to help create the desired organizational culture
Unquestionable personal code of ethics, integrity, diversity and trust
Build trust internally and externally, and project a professional image
Discretion to handle confidential information
Takes initiative
High level of attention to detail
Resourcefully solves challenges

Nice To Haves

Experience with Adobe, Blackbaud (Raiser’s Edge, BCRM), QGiv and/or BidPal Software is a plus

Responsibilities

Special Events Assist with executing vision of the Development & Events Director and JA clients/supporters
Work closely with Development & Events Director to support the execution of event project workplans to manage all details of each event, including all tasks associated with each event such as person responsible, project themes, marketing, guest activities, décor, entertainment, food and beverage, etc. (workplans are administered within JA’s project management system)
Work with Program Managers and leads the logistic and external vendor coordination efforts for the execution of memorable programming events
Assist with creating event sponsorships and budgets
Manage guest lists, seating charts and name tags
Keep accurate financial records by tracking revenue (sponsorships, ticket sales, auctions, tracking of cash, in-kind donations etc.) and expenses associated with each event
Maintain event budgets and monthly reconciliations
Managing JA staff and volunteer teams for events
Solicit and collect auction items and upload/track auction items in (BidPal)
Ensure all event contacts are properly documented into BCRM (JA’s contact management system)
Work with Senior Marketing Manager to ensure events are promoted in a timely and effective manner (before, during, and after event dates) to ensure event sponsors receive proper recognition and benefits
Work with vendors throughout the event process (set up and breakdown) to ensure contracts are properly fulfilled, JA World building regulations and safety guidelines are followed
Communicate with clients that rent the JA facility, including collecting required documents before the event, greeting clients, assisting with troubleshooting throughout the event, coordinating external food and beverage services, etc.
Participate in post-event debrief meetings, documenting suggestions from team members, volunteers and guests to continue to improve events
Perform other special event and rental facility event duties as assigned
Assist Events Manager in communicating with clients that rent the JA facility including collecting required documents before the event, greeting clients and assisting with troubleshooting throughout the event, coordinating internal food and beverage services, etc.
Assist Events Manager with ensuring correct insurance and other key documents are properly managed for each event
Assist Events Manager with performing other special event and rental facility event duties as assigned.