The TACA Event and Development Coordinator will assist in the strategic conceptualization of TACA’s events and will develop and execute event plans working within both budget guidelines and the guidelines related to organizational goals. Reporting to the Director of Development and Marketing, this individual will bring a thoughtful new perspective to TACA’s approach to event design and will be confident, meticulous, and cool under pressure while assisting with the varied aspects of donor relations in conjunction with events and other development aspects.
- Consults with Director of Development to assess and understand the needs for a blend of small to medium events (50-150 attendees) and large events (500-1250 attendees).
- Develop event plans with TACA team, Volunteer Chairs and Committees.
- Participate in the fund-raising, underwriting necessary for events and other development programs.
- Compile and manage a database of prospective event locations with images, costs and specs/floorplans; arrange site visits for venue locations with Director of Development and provide strategic input on the final selection.
- Manage estimates and layouts of all events and negotiate contracts for venues, vendors and entertainment with dates, times, and spaces.
- Ensures that events meet legal, safety, and health requirements and regulations; obtains necessary permits from city events department, and fire, police, and health departments.
- Coordinates event registration process for attendees.
- Coordinate recurring calls with Events Committee and provide data-rich insights about event plans and progress and maintain meeting minutes.
- Coordinates transportation for guests, attendees, and speakers, or talent as necessary.
- Manages all administrative duties and details associated with the event including financial operations, distribution of promotional materials, and responding to inquiries from guests, event co-chairs and vendors.
- Maintains current knowledge of event planning standards and trends while deepening the organizations network of event partners and professionals.
- Manage on-site affairs before, the day of, and after the event.
- Ensure adherence to event timelines and oversee load-in or load-out as needed
- Manage the filing and organization of all pertinent event collateral or data-related materials.
- Performs other event-related duties as assigned.
- Work with the Development Director on maintaining accurate donor records and event records with event software.
- Assist with the preparation and execution of any presentations for development-related endeavors.
- Assist with sponsorship goals and related marketing materials.
- Assist with research for potential sources of underwriting, and concepts and presentations for acquisition or the strategic remodeling of TACA’s giving programs.
- Manage the recurring Development Committee meetings and maintain meeting minutes.
- Assist with the management of grants deadlines calendar and upcoming underwriting opportunities.
- Excellent verbal and written communication skills.
- Excellent interpersonal and donor relations skills.
- Excellent organizational skills and data-driven with meticulous attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Creative and effective problem-solving skills.
- Ability to prioritize tasks and timely communicate these tasks.
- Ability to work well under pressure and respond to problems. Ability to assist donors and vendors with a calm, courteous, and helpful manner, and attitude.
- Thorough understanding of legal regulations and permits required for events.
- Proficient with Microsoft Office Suite and Blackbaud products, including Event Manager programs.
- An interest in or familiarity with the cultural arts.
Education and Experience:
- Bachelor’s degree in either Hospitality, Meeting and Event Planning, Marketing, Public Relations, or related fields preferred.
- Two years of experience in events preferred.
- Must be able to stand and walk for long periods of time during events.
- Must be able to lift-up to 25 pounds at times.
- Must be able to work a variety of hours to accommodate events.
Our offices are located in the Arts District at One Arts Plaza. We offer an attractive compensation package for full-time staff including health benefits, retirement benefits and parking adjacent to One Arts Plaza. Please send an introductory letter, along with your resume and salary requirements, to: firstname.lastname@example.org.
We kindly ask that you do not call our offices.
TACA is an Equal Opportunity Employer. TACA is committed to the equal opportunity of all employees and applicants without regard to race, religion, color, gender identity, ethnicity, age, national origin, sexual orientation, disability status, veteran status or any other category protected by applicable law. All offers for employment with TACA, Inc. are contingent upon the candidate having successfully completed a criminal background check.