Special Events Coordinator

Ibero-American Action League, Inc.•City of Rochester, NY

About The Position

Summary: Under the supervision of the Marketing Supervisor, the Special Events Coordinator supports the planning, coordination, and execution of Ibero’s signature fundraising events and provides event-related support to major initiatives across Ibero’s Programs, Social Enterprises, Subsidiaries, and Affiliates. This position exists to manage the consistent logistical, sponsorship, and committee coordination demands associated with events, allowing senior development and marketing staff to remain focused on donor cultivation, strategy, and revenue growth. Each signature event supported by this role is a fundraising activity that contributes to the overall goals of the Marketing and Development Department. The Event Specialist also supports agency-wide event documentation, including photography and donor acknowledgement coordination, in partnership with the Administrative Assistant. Essential Functions: Reasonable Accommodations Statement To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. Supports the planning, coordination, and execution of all agency-designated signature fundraising events. Serves as the primary logistical and coordination support for signature event committees, as designated by the Sr Development Manager and Marketing Supervisor. Assists with committee communications, meeting scheduling, follow-up items, and task tracking to ensure timely execution of event-related responsibilities. Coordinates event-related sponsorship fulfillment tasks, including tracking sponsor benefits, deadlines, and deliverables, in collaboration with the Marketing Supervisor. Supports major events hosted by other Programs, Social Enterprises, Subsidiaries, and Affiliates of Ibero, as assigned. Assists with on-site event logistics, including setup, breakdown, registration support, and vendor coordination as needed. Works in partnership with the Marketing Supervisor to build and maintain an ongoing, organized library of updated photos from Ibero’s Programs, Social Enterprises, Subsidiaries, and Affiliates for marketing and stewardship use. Coordinates with the Administrative Assistant to ensure accurate and timely donor acknowledgement and recording following events, in accordance with timelines and standards set by the Sr Development Manager. Ensures event-related data, contacts, and documentation are accurately captured and shared with the Marketing and Development team. Maintains clear communication with supervisors regarding event timelines, challenges, and support needs. Represents Ibero professionally at events and community activities. Performs other duties as assigned by the Marketing Supervisor in alignment with departmental goals. Authority: The employee exercises considerable initiative in setting priorities within the framework of the agency’s policies and procedures. In case of emergency, the employee must make decisions to ensure coverage of switchboard.

Requirements

High school equivalent with three (3) years’ experience or an equivalent combination of education and experience
Analytical Skills - Ability to use thinking and reasoning to solve a problem
Accuracy - Ability to perform work accurately and thoroughly
Customer Oriented - Ability to take care of the customers’ needs while following company procedures
Detail Oriented - Ability to pay attention to the minute details of a project or task
Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type
Ethical - Ability to demonstrate professionalism conforming to a set of values and accepted standards
Outgoing – Comfortable interacting with the public and sponsors at events and assisting with customer retention.
Friendly - Ability to exhibit a cheerful demeanor toward others
Organized - Possessing the trait of being organized or following a systematic method of performing a task
Reliability - The trait of being dependable and trustworthy
Communication, Oral - Ability to communicate effectively with others using the spoken word
Communication, Written - Ability to communicate in writing clearly and concisely

Nice To Haves

Bilingual in English and Spanish, preferred

Responsibilities

Supports the planning, coordination, and execution of all agency-designated signature fundraising events.
Serves as the primary logistical and coordination support for signature event committees, as designated by the Sr Development Manager and Marketing Supervisor.
Assists with committee communications, meeting scheduling, follow-up items, and task tracking to ensure timely execution of event-related responsibilities.
Coordinates event-related sponsorship fulfillment tasks, including tracking sponsor benefits, deadlines, and deliverables, in collaboration with the Marketing Supervisor.
Supports major events hosted by other Programs, Social Enterprises, Subsidiaries, and Affiliates of Ibero, as assigned.
Assists with on-site event logistics, including setup, breakdown, registration support, and vendor coordination as needed.
Works in partnership with the Marketing Supervisor to build and maintain an ongoing, organized library of updated photos from Ibero’s Programs, Social Enterprises, Subsidiaries, and Affiliates for marketing and stewardship use.
Coordinates with the Administrative Assistant to ensure accurate and timely donor acknowledgement and recording following events, in accordance with timelines and standards set by the Sr Development Manager.
Ensures event-related data, contacts, and documentation are accurately captured and shared with the Marketing and Development team.
Maintains clear communication with supervisors regarding event timelines, challenges, and support needs.
Represents Ibero professionally at events and community activities.
Performs other duties as assigned by the Marketing Supervisor in alignment with departmental goals.