Marketing Specialist, Events & Programs

United Way Of Metropolitan Chicago•Chicago, IL

1d•$48,000 - $52,000•Onsite

About The Position

The Events & Programs Marketing Specialist is responsible for executing the logistics and details for public facing events and civic programs. As a key project facilitator within the Marketing & Communications team, this role is expected to work cross-functionally with internal teams and external partners and vendors to ensure all events and civic programs are executed on brand, on budget, and meet the pre-determined goals for the event or program.

Requirements

1–2 years of relevant experience in event planning, project coordination, marketing, or related work; nonprofit or fundraising experience a plus.
Proven experience in event planning and logistics execution
Proven experience in digital communication development and distribution
Proven experience working with creative teams (copywriter, designer, web developer)
Proven experience in budget management
Demonstrated proficiency in strong project management skills with the ability to effectively prioritize workload and diligently follow through on all projects.
High degree of flexibility (with projects and schedule) and the ability to change course.
Excellent interpersonal, organizational, verbal, and written communication skills.
Possess a creative, collaborative, and entrepreneurial spirit that is balanced with being practical.
Meticulous attention to detail, resourceful, and a desire to deliver a high level of customer service.
Proficiency in Microsoft Office Suite, Microsoft Teams, Zoom Webinar, Trello, SmartSheets; experience with CRM systems (e.g., Salesforce) preferred.
Ability to work flexible hours, including evenings or weekends, for events as required.
Ability to travel within the Chicago region.
Physical ability to transport event materials (reasonable accommodations can be made).
Accepts guidance and responds well to feedback.
Displays maturity, good judgment, enthusiasm, and personal motivation.
Strong interpersonal skills including the ability to anticipate workload and effectively cultivate and leverage relationships with colleagues to meet deadlines.
Collaborative entrepreneurial spirit, ability to multi-task and prioritize concurrent projects and day-to-day tasks within a high production and fast-paced environment.

Nice To Haves

Photography and social media experience are a plus.
Access to personal vehicle preferred.

Responsibilities

Facilitate weekly cross-departmental status meetings leading up to the day-of events.
Create and update event briefs as needed.
Build event registrations, manage RSVPs, and track event attendance (via CRM system/registration platform).
Coordinate and produce all event collateral materials and email communications in partnership with the Manager of Digital Content and Sr. Manager Art Director.
Coordinate and monitor event timelines, budgets, financial processing, and ensure deadlines are met.
Work with project leads to identify venues for events and process contracts.
Plan layout of event space, set menus, and arrange food and beverage service.
Coordinate details for all event speakers, vendors, and participants.
Attend level 1 events to ensure seamless execution.
Close out all event details as required and generate event postmortems.
Secure event space and process all contracts, payments, etc.
Provide event participants with details ahead of event.
Work with finance to manage the program budget and ensure program participants are appropriately invoiced.
Manage all day-of event logistics coordination for cohort and virtual programs
Meet with project lead to effectively coordinate all marcom support needs.
Build event registrations and registration surveys, manage RSVPs, track event attendance (via CRM system/registration platform), and upload event information.
Review and produce mass send emails (invites, reminders, thank you) in partnership with the Digital Content Manager and Sr. Manager Art Director.
Support with specific logistics leading up to the day of the event: printing nametags, ensuring project lead has all necessary signage, communicate and process needs with larger marcom team, etc.
Represent Marcom team on Fun and Engagement committee to support planning and logistics of internal events.
Manage organizational events calendar
Set meeting agenda and facilitate cross-departmental events and programs planning meeting
Provide follow-up on decisions and next steps to planning meeting participants
Work with IT to ensure monthly events and priority meetings are shared on cafe screens
Meet with finance team to review forecasted budget, providing expense updates for all events
Maintain inventory of general event materials, e.g., backdrops, easels, clipboards, display materials
Assist with ordering and purchasing supplies for events
Work with Marketing Operations Manager to ensure all event details are up-to-date and posted on UnitedWayChicago.org
Monitor the designated inboxes for all event specific e-communications and provide timely responses