Special Events Coordinator, Full time

Supervision: Reports to the VP of Development

Job Summary: Manage, coordinate and monitor aspects of assigned events. Serve as the staff representative for Men’s Council meetings, Auxiliary Board meetings, activities and correspondence. East Valley Resource Committee liaison to plan events for East Valley Fresh Start — Annual Breakfast and A Night of Heroes — honoring the East Valley Man and Woman of the Year.

Events include, but are not limited to: Fresh Start Fashion Gala, Fresh Start Charity Golf Classic, Third-Party events. Give information tours of the center, spokesperson at all and events as needed. Other events offered to Fresh Start to manage and/or develop will be approved by the VP of Development.

Specific Responsibilities:
Under the direction of the VP of Development the Events Director will:

• Coordinate, implement and execute assigned events.
• Maintain and cultivate relationships with committee volunteers, corporate sponsors and vendors.
• Plan and schedule timelines for event production.
• Sub-contract requirements for events as required including: production companies, rentals, décor and catering. Ensure adequate provisions for sub-contracting.
• Budget management.
• Responsible for aspects of events planning and development including event correspondence (corporate and donor letters and agreements, advertising information, thank you letters); mailings (save the date, invitations); event program development (collect advertising, coordinate with production and printers, create and edit articles, board lists and donors).
• Assist with development, coordination and correspondence for all applicable sub-committee meetings.
• Responsible for database development and management of events including sponsor and donor lists, registration lists, table, team and hole assignments.
• Responsible for budget development, financial management and tracking of events including maintenance of financial databases, preparation and tracking of invoicing and payments, phone follow-up.

• Serves as staff representative to Fresh Start Men’s Council and Auxiliary Board. Duties include development of meeting agendas in conjunction with respective chairs, development of minutes to be approved by Chair prior to distribution to the Board; preparation of handouts, notifications/mailings for meetings, attendance records.
• Responsible for development and maintenance of Men’s Council and Auxiliary Board membership notebooks with bylaws, bios, pictures of board members.
• Responsible for maintenance of Men’s Council and Auxiliary Board attendance and term limits. Provides coordination with Chairs, President and appropriate staff. Coordinates special meetings, annual retreat, board mailings and updates, correspondence, special notes, gifts and awards for Board as assigned by Chair.
• Plans event PR in coordination with the Marketing and PR Manager; coordinates articles, prepares media invitations and coordinates media requirements.
• Develops calendar of events and timelines in coordination with staff and event chairs.
• Plan and implement sponsorship solicitation requests.
• Execute and develop third party events. Arrange contracts. For example the Arizona Spa Girls Summer Series- Coordinate volunteers, bring supplies, bring raffle item and sell raffle tickets at event.

Requirements:
• Ability to work as part of a team.
• Ability to maintain accurate records.
• Ability to develop a budget and monitor costs of events.
• Ability to utilize databases to track fundraising outcomes.
• Ability to represent the organization effectively in a variety of settings and communities.
• Ability to work evening and weekend hours as the position may require.

Position Back up
As stated in the 2010-2013 Fresh Start Strategic Plan the back up for this position should the person currently fulfilling this role be unable to continue for any reason will be as follows:

The VP of Development is fully trained and could step in on any or all events. The Director of Events will also train the East Valley Manager to have working knowledge of all Phoenix based events should the need arise.

• Location: PHOENIX – Fresh Start Women’s Foundation
• Compensation: TBD
• This is at a non-profit organization.
• Principals only. Recruiters, please don’t contact this job poster.
• Please, no phone calls about this job!
• Please do not contact job poster about other services, products or commercial interests.