Special Events Coordinator

Job Title: Special Events Coordinator #### GENERAL JOB DESCRIPTION: The Special Events Coordinator works closely with the Chief Professional Officer to support all special events sponsored by the Boys & Girls Club) as well as with community partnerships. Will work closely with community organizations, volunteers and board members in fulfilling the organization's mission, delivering programming and achieving sustainable growth. This is a full-time position, supervised by the Chief Professional Officer. The Special Events Coordinator will be responsible to oversee relationships with volunteers, sponsors, staff) and community partners. JOB SUMMARY The Special Events Coordinator is responsible for developing, planning, implementation, and oversight of designated Boys & Girls Club special events, programs and organizational gatherings. The Special Events Coordinator ensures that all events are delivered on time, within budget, and at a desired level of quality. Incumbent cultivates positive long-term relationships with all event stakeholders and seeks to consistently improve event execution. Incumbent is also responsible for providing support to other community organizations events to help ensure their success when requested by the organization. Incumbent reports directly to the Chief Professional Officer. Given the small size of the organization and community, the Special Events Coordinator must be a self-started team player, willing to tackle "other duties as assigned" to ensure the overall success and sustainability of the event. #### Essential Functions: - Develops and manages an annual event plan for the Boys & Girls Club of the Northern Cheyenne Nation to ensure maximum value to the organization and community without being overwhelmed. - Ensures all special events are updated on the website and Facebook page. - Event dates are publicized to the community as early as possible to avoid schedule conflict with other events. - Develops annual report of activities, successes and future plans to be presented to the Chief Professional Officer and funding sources. - Produces detailed proposals for events (e.g. timelines, venues, suppliers, legal obligations, staffing and budgets) - Develops and manages event budgets - Creates procedures for all major processes - Administers events and activities in accordance with the policies, strategies and mission of the Boys & Girls Club of the Northern Cheyenne Nation. - Plans and coordinates event-related services and general event logistics, including but not limited to: - Facilities/amenities Reservations - Reservations - Signage - Displays - Special needs requests and requirements - Event security - Marketing and publicity - Event-related materials (e.g. handouts, door prizes, } - All safety related requirements specific to youth (e.g. permission slips, background screening for volunteers, club membership status) - Final event report generated and submitted to Chief Professional Officer - Develops and manages event organization structure and procedures, motivation of volunteers, income and expenditures, community relations, service and promotion. - Coordinates contract negotiations with groups and venues, negotiating contacts with service providers and Final approval of all contracts is authorized by the Chief Professional Officer. - Recruits' volunteers for designated events and activities. - Prepares and sends timely communications such as save-the-date notices and Works with media and marketing vendors to develop advertising and marketing plans. - Maintains continuity and consistency with Boys & Girls Club of the Northern Cheyenne Nation branding and reputation. - Attends all events and acts as the key contact to ensure success. - Monitors activities to ensure conformance with Boys & Girls Club of the Northern Cheyenne Nation by aw and guidelines. - Develops and maintains positive working relationships with other agencies, community organizations and tribal/county/state officials to further promote the Boys & Girls Club of the Northern- Cheyenne Nation. - Attends local community events to raise awareness of the Boys & Girls Club of the Northern Cheyenne Nation and obtain local support for solicitation opportunities. ### Event Follow-Up: - Prepares timely thank you notes to speakers, sponsors and key volunteers after events; - Conducts post-event evaluations and debriefs to determine how future events can be improved. - Maintains all necessary records, including all photos and video footage associated with each event. - Communicates with finance department to ensure all expenses and/or revenue of the event are submitted. HOW TO APPLY: Complete a Boys & Girls Club Employee Application and mail to: Daecia LaRoche [email protected] Boys and Girls Club of Northern Cheyenne Nation Lame Deer Unit (1) 406-477-6654 ext. 107 SALARY: Hourly, Full-time, D.O.E. CLOSING DATE: OPEN UNTIL FILLED