Austin Humane Society: Events Coordinator

General Purpose:

The Events Coordinator is responsible for coordinating all event logistics including researching, designing, planning, coordinating, attending, and evaluating events. This includes AHS produced fundraising events, third party fundraising events, and a variety of other events including, but not limited to community, donor recognition, and volunteer appreciation events. The Events Coordinator reports to the Director of Development and represents AHS through working with a variety of donors, vendors, volunteers, staff and other constituents at all events.

Essential Functions:

AHS Produced Fundraising & Other Events

  • Research, design, plan, coordinate, attend and evaluate all AHS produced fundraising events & other events including, but not limited to community, donor recognition, volunteer appreciation, tours, service days, youth groups
  • Oversee all event logistics including, but not limited to venue, layout/set up, food/beverage, audiovisual/lighting, volunteers, staff involvement, animals, set up, etc.
  • Manage the solicitation and sale of auction items for annual gala and other events including manage auction volunteers, utilize auction software to maintain records, manage physical inventory of items, and creation of bid sheets
  • Develop and project manage each event with a timeline of activities, deadlines, staff roles, and communication to all team members
  • Manage event budgets, submit PO’s for event expenses, maintain accurate records of all expenses, reconcile monthly with accounting
  • Manage event correspondence, including acknowledgment design & plan, reports, and general information
  • Establish, update, and maintain accurate event records in Raiser’s Edge
  • Work with the Volunteer Coordinator on volunteer participation for events
  • Work with the Animal Services and Foster Care Supervisor on animal participation for events
  • Work with the Director of Communications with website content, media promotion, advertising, print materials and promotion for events
  • Work with the Development and Database Coordinator on donation processing, acknowledgments, and mailing lists
  • Work with the Director of Development on major donor participation in events

Third Party Fundraising Events

  • Research, plan, coordinate, attend and evaluate all third party fundraising events and serve as the liaison to event hosts
  • Maintain an accurate and current calendar of all third party fundraising events
  • Assure that all third party events adhere to AHS policies and guidelines with a signed agreement
  • Oversee the Events Committee and donor relations for all Events Committee members including cultivation
  • Organize AHS logistics and volunteer participation in third party events, including representation, materials, animals, etc.
  • Actively build partnerships with event’s hosts, businesses, potential donors, event attendees, advocates and volunteers
  • Manage event correspondence, including acknowledgments, reports, and general information
  • Establish, update, and maintain accurate event records in Raiser’s Edge
  • Work with the Volunteer Coordinator on volunteer participation for events
  • Work with the Animal Services and Foster Care Supervisor on animal participation for events
  • Work with the Director of Communications with website content, media promotion, advertising, print materials and promotion for events
  • Work with the Development and Database Coordinator on donation processing, acknowledgments, and mailing lists
  • Work with the Director of Development on major donor participation in events

Other

  • Assist with strategic stewardship of donors, event attendees, advocates and volunteers through relationship building and engagement activities
  • Respond to calls and event requests within 24 hours
  • Maintain accurate data records of all donations, as well as, all related constituents and event data
  • Attend off-hour events outside of usual work hours and on weekends
  • Assist with social media
  • Other duties as assigned

Qualifications/Basic Job Requirements:

  • Minimum one year of experience in event planning, nonprofit fundraising, or related field
  • Attention to detail, including the ability to maintain the accuracy of details in a fast-paced setting
  • An energetic self-starter
  • Excellent organizational and communication skills
  • Ability to make telephone calls to donors, event guests, volunteers, etc.
  • Ability to track and report daily activities
  • Strong follow-through with event project management to achieve the bigger picture
  • Ability to work with fellow team members in a coordinated effort to accomplish goals
  • Ability to handle complex and confidential information
  • Advanced computer skills with experience in Microsoft Office suite required. Raiser’s Edge and Greater Giving experience preferred
  • Commitment to the mission and values of AHS
  • Must possess a valid driver’s license
  • Bachelor’s degree preferred

To apply please email your cover letter and resume to swylen@austinhumanesociety.org. No phone calls please, thank you!

The Events Coordinator is a full-time, exempt position that reports to the Director of Development. The $40,000 - $45,000 salary range is commensurate with experience and other qualifications.

Our Mission

The Austin Humane Society (AHS) offers comprehensive, humane, life-saving animal services, transforming the lives of animals and those who love them.

Who We Are

Serving our community since 1952, the Austin Humane Society (AHS) is the longest standing no-kill shelter in Austin. AHS transforms the lives of animals and those who love them through life-saving programs that find animals homes, serve animals and people in times of crisis, prevent future homelessness through spay and neuter, and engage the community to be a part of the solution. Over the past year, AHS has unleashed hope for over 11,000 animals thanks to the generosity of our donors.


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