Special Events Coordinator

Calvary Albuquerque•Albuquerque, NM

About The Position

PURPOSE: To assist the Special Events Director(s) with Calvary Churchs Special Events and Guests. Events include, but are not limited to Christmas, Easter, National Day of Prayer, Love Day/Love Week/LoveNM Events, Freedom Celebration, Thanksgiving Pickup Party, Calvary Christmas Toy Shop, Concerts, Conferences, Calvary Staff Party, Calvary Volunteer Party, etc. CHARACTER STATEMENT: I am a doer it is not a job it is a calling! ESSENTIAL DUTIES AND RESPONSIBILITIES (include the following): Assisting the Special Events Director(s) and/or Coordinator(s) in the following ways Maintain Calvary Culture and Culture Axioms Be available the day before/day of/day after events for set up, event running, and teardown Be a doer Its not a job it is a calling! Be able to lift 50lbs+ and be on your feet for long hours (specifically on event prep days, event day(s), and teardown days. Be available to run errands for events and for guests Be able to work with the Special Events Team (staff and volunteers) and Calvary staff by communicating needs, answering questions, being available to interview Life Track volunteers and be the primary point of contact for all volunteers. Assist with leading, training, and overseeing volunteers for various outreaches and events. Be able to take lead on Special Event/Outreach Event (Volunteer) Team health o Main POC for all volunteers o Thorough communication, placement, and training of volunteers o Send out monthly emails to SE Volunteer Team o Help plan and coordinate Team Building Gatherings Be able to prep (purchased needed supplies, setup and organize dressing rooms and green rooms) host special guests (guest speaker, artists, entertainer) with professionalism and excellence. Be able to handle administrative items (create and maintain checklists, research for budgets, work with and book vendors, etc. for all events/outreach events) Help Identify community needs and mobilize teams of people to bring resolution to those needs. Help create and implement new processes and procedures to ensure the event runs as smoothly as possible with a Calvary level of excellence. Order and distribute various materials and resources needed to achieve the needs of the community and execution of all events. Collaborate and coordinate with other departments in Calvary Church for the implementation and distribution of various promotion material. Keep accurate and detailed information of Calvary Church outreach/event efforts. Help Coordinate church community initiatives and events. Help Coordinate plan and execute all Special Events (Easter, National Day of Prayer, Freedom Celebration, Concerts, Conferences, etc.): o Work with Calvary creative team to plan and coordinate event details. o Schedule and organize weekly department head meetings (on a seasonal basis). o Serve as main POC for volunteers/volunteer leadsso Work with local vendors o Help recruit and place volunteers to organize them according to each events needs. Help manage all Calvary Outreach Events (Thanksgiving Pickup Party, Calvary Christmas Toy Shop, etc): o Work with Calvary creative team to plan and coordinate event details. o Schedule and organize weekly department head meetings (on a seasonal basis). o Serve as main POC for volunteers/volunteer leads, supporting/partnering organizations, etc. o Help recruit and place volunteers to organize and coordinate all focus areas of the event. o Help create and maintain master spreadsheet of event, focus groups, and needs of each focus group communicating with team leads and ordering/purchasing needed materials (TPP). o Assist with manage all details related to Calvary Toy Shop o Help oversee team leads, recruiting volunteers and placing volunteers o Track and process all incoming toys o Help plan distribution(s)/toy shop operations with Special Events team and with Community Outreach Team o Connect with schools and/or organizations for distribution (as needed). o Recruit and train volunteers for day of event and various workdays prior to event. Ability to receive direction from SE Director or SE Director Assistant and complete assigned tasks within required deadlines. (training will be provided) Availability to work weekends/evenings as required prior to events for Event preparations: hosting KIOSK/promo/training GENERAL OFFICE DUTIES: o Answer phones, file, organize, type, fax, write, make copies, schedule, email, send mail, direct calls, bulk print, voicemail, deliver messages, manage calendars, inventory, prepare reports, proofread, troubleshoot problems with office equipment and work with the public and staff. o Handle money properly, be familiar with protocol and provide documentation. o Uphold Calvary Church policies. o Have skills and ability to generate documents/power points/excel sheets. o Able to input data into reports, and easy to understand charts/graphs. o Understand of basic computer software, programs, word processors, etc. o Able to work under stress, multiple projects, and deadlines effectively. o Attend mandatory staff meetings, and various departmental meetings. o Communicate with all levels of departments including, but not limited to, janitors, maintenance, executive office, servants, student ministries, ministry leaders, surrounding businesses and contracted businesses. o Assist with annual board report for Special Events department.

Requirements

High School Diploma or equivalent
3+ years office experience
Confidentiality
Strong organizational skills
Strong leadership skills and capabilities
A calm sense of urgency
Excellent verbal and written communication skills with exceptional interpersonal communication skills
Ability to work independently on assigned tasks as well as to accept direction on given assignments
Ability to complete assigned responsibilities and duties under direction from supervisor as well as to be self-motivated and take individual initiative
Works well under pressure
Detail oriented and team player
Microsoft Suite experience and database experience (Excel, Microsoft Office, etc.)
Be able to familiarize yourself with programs Calvary utilizes
Teams
Ministry Platform
eSPACE
Flexibility to work early, late, weekends and holidays
Calvary is your home church which you attend weekly

Nice To Haves

Associates preferred or equivalent work experience (Six months to one year of relevant experience)

Responsibilities

Maintain Calvary Culture and Culture Axioms
Be available the day before/day of/day after events for set up, event running, and teardown
Be a doer Its not a job it is a calling!
Be able to lift 50lbs+ and be on your feet for long hours (specifically on event prep days, event day(s), and teardown days.
Be available to run errands for events and for guests
Be able to work with the Special Events Team (staff and volunteers) and Calvary staff by communicating needs, answering questions, being available to interview Life Track volunteers and be the primary point of contact for all volunteers.
Assist with leading, training, and overseeing volunteers for various outreaches and events.
Be able to take lead on Special Event/Outreach Event (Volunteer) Team health
Main POC for all volunteers
Thorough communication, placement, and training of volunteers
Send out monthly emails to SE Volunteer Team
Help plan and coordinate Team Building Gatherings
Be able to prep (purchased needed supplies, setup and organize dressing rooms and green rooms) host special guests (guest speaker, artists, entertainer) with professionalism and excellence.
Be able to handle administrative items (create and maintain checklists, research for budgets, work with and book vendors, etc. for all events/outreach events)
Help Identify community needs and mobilize teams of people to bring resolution to those needs.
Help create and implement new processes and procedures to ensure the event runs as smoothly as possible with a Calvary level of excellence.
Order and distribute various materials and resources needed to achieve the needs of the community and execution of all events.
Collaborate and coordinate with other departments in Calvary Church for the implementation and distribution of various promotion material.
Keep accurate and detailed information of Calvary Church outreach/event efforts.
Help Coordinate church community initiatives and events.
Help Coordinate plan and execute all Special Events (Easter, National Day of Prayer, Freedom Celebration, Concerts, Conferences, etc.)
Work with Calvary creative team to plan and coordinate event details.
Schedule and organize weekly department head meetings (on a seasonal basis).
Serve as main POC for volunteers/volunteer leadsso Work with local vendors
Help recruit and place volunteers to organize them according to each events needs.
Help manage all Calvary Outreach Events (Thanksgiving Pickup Party, Calvary Christmas Toy Shop, etc)
Serve as main POC for volunteers/volunteer leads, supporting/partnering organizations, etc.
Help recruit and place volunteers to organize and coordinate all focus areas of the event.
Help create and maintain master spreadsheet of event, focus groups, and needs of each focus group communicating with team leads and ordering/purchasing needed materials (TPP).
Assist with manage all details related to Calvary Toy Shop
Help oversee team leads, recruiting volunteers and placing volunteers
Track and process all incoming toys
Help plan distribution(s)/toy shop operations with Special Events team and with Community Outreach Team
Connect with schools and/or organizations for distribution (as needed).
Recruit and train volunteers for day of event and various workdays prior to event.
Answer phones, file, organize, type, fax, write, make copies, schedule, email, send mail, direct calls, bulk print, voicemail, deliver messages, manage calendars, inventory, prepare reports, proofread, troubleshoot problems with office equipment and work with the public and staff.
Handle money properly, be familiar with protocol and provide documentation.
Uphold Calvary Church policies.
Have skills and ability to generate documents/power points/excel sheets.
Able to input data into reports, and easy to understand charts/graphs.
Understand of basic computer software, programs, word processors, etc.
Able to work under stress, multiple projects, and deadlines effectively.
Attend mandatory staff meetings, and various departmental meetings.
Communicate with all levels of departments including, but not limited to, janitors, maintenance, executive office, servants, student ministries, ministry leaders, surrounding businesses and contracted businesses.
Assist with annual board report for Special Events department.