Tampa Bay Watch Seeks Events Coordinator

The Special Events Coordinator is responsible for the developing, planning, fundraising, analysis, budgeting, expense tracking, management, and evaluation of Tampa Bay Watch’s fundraising events, including signature, seasonal, third party, and stewardship events.

Responsibilities:

  • Take leadership role in executing all Tampa Bay Watch special events to include but not limited to signature events (currently: Tarpon Rodeo & Castaway Soiree in June and Evening for the Bay in November); seasonal events (i.e. Savor the Bay dinner series); and serve as the point of contact for third party / pop up events.
  • Secure new and retain existing sponsors to meet revenue goals through continuous stewardship and cultivation throughout the year. Seek to provide mutually beneficial relationships and ensure all sponsor benefits are fulfilled in a timely manner.
  • Oversee all event planning processes such as: establish and coordinate with committee, determine theme, work with graphic designer to develop collateral, secure venue(s), ensure all appropriate web and social media communications, secure auction items and in-kind donations with assistance from staff and committee members, create and implement task lists, communicate with supervisor and staff, and perform post-event evaluation.
  • Work closely with the Development Coordinator to ensure accurate and timely updating of event spreadsheets and records, on-schedule creation and sending of save the dates and invitations (print and digital), maintenance of guest lists and auction item inventory, timely thank you letters and sponsor/attendee updates, etc.
  • Create and maintain event budget and track income and expenses in order to stay within the budget and maximize income for each event.
  • Maintain positive relationships by following up with sponsors, vendors, volunteers, and staff after each event; look for best practices and offer/seek suggestions for improving processes and activities.
  • Work directly with vendors to create an ongoing partnership, foster relationships, and obtain discount opportunities and/or in-kind donations.
  • Work with Communications Manager to plan out communications and marketing strategies for each event including external and internal placements such as weekly e-newsletters, stand-alone marketing emails, social media, and other channels.
  • Communicate volunteer needs for each event to the Communications Manager and assist in the recruitment, orientation, and supervision of special events volunteers as needed.
  • As needed – provide support to Discovery Center staff for fundraising, membership, etc. events, and to other staff for non-fundraising events such as the annual Volunteer Appreciation Dinner and the annual Wedding Stroll.
  • Continue sustainability friendly methods for all Tampa Bay Watch driven events and third-party events benefiting Tampa Bay Watch.
  • Provide status updates to the Development Director and all participating staff regarding special events.
  • Provide timely event updates and financial summaries/reports to the committee(s) and board of directors via the Development Director.
  • Attend staff/organization meetings, fundraising workshops, and webinars and networking events.
  • Provide team support for both the development department and the entire organization.
  • Assist Communications Manager with presentations to community groups and civic organizations as needed.
  • Perform other duties as assigned.

 

Knowledge, Education and Skills Required:

  • Genuine passion for Tampa Bay Watch’s mission of environmental restoration and education.
  • Exceptional written and verbal communication skills to be used in building relationships with a wide variety of donors/sponsors, vendors, partners, and volunteers via email and letter correspondence, telephone contact, and in person meetings.
  • Driven to create a great guest experience and achieve fundraising financial goals for each event.
  • Skilled at managing a multitude of details for multiple events, superior organizational skills, and ability to meet deadlines.
  • Demonstrated ability to multitask, work independently and as a team member, think creatively, and be a problem solver.
  • Strong working knowledge of Microsoft Office (Word and Excel) and Google Drive and previous experience using donor database systems.
  • Ability to work with both independently with limited supervision and successfully within a team.
  • Superior individual initiative and creativity, analytical and organizational skills, and the ability to meet deadlines consistently.
  • Ability to work occasional evenings and weekends, with greater frequency as signature events near.
  • Bachelor’s Degree in Business Admin or Marketing is preferred.

 

Exceptional Candidates will have some or all of the following proficiencies:

  • 2+ years of career experience managing and executing special events
  • Experience working in non-profit fundraising
  • Experience with donor database software and event management software (auctions, ticketing, etc.)

 

Reports to: Development Director

Salary:

Based upon experience. Health insurance, life insurance, and retirement savings programs are available to full-time employees.

Contact:

No phone calls please

Please email or mail a detailed cover letter and resume to:

Resumes@tampabaywatch.org

Job Type: Full-time

 

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