The Events Coordinator is responsible for coordinating and implementing all event planning, coordination, and logistics for MHA of Greater Dallas, primarily focusing on the organization’s conferences, educational programs, and fundraising events. Responsible for all aspects of conferences and events, including preparation, set-up, event execution, and tear-down. Secondary focus on external events that promote the organization’s mission and revenue-producing programs.
- Works closely with the Executive Director and Committee members to develop event and conference budgets, event themes, activity ideas, production timelines, and resources list, including volunteer staff requirements.
- Manages and tracks assigned event budgets and reports on outcomes.
- Arranges and negotiates for event space; food and beverage; supplies and AV/IT equipment; event signage; parking; security; and ensures all logistics are correctly performed. Works with external vendors as needed for rentals, lighting, power, etc.
- Responsible for remote attendees’ setup and execution.
- Works with Marketing to develop event materials, including external communications, printed event materials (including but not limited to signage, programs, name tags, etc.), and event scripts.
- Develops appropriate invitation lists for attendees, donors, and community members.
- Maintains accurate records of all special events, including attendees, timelines, sponsors, and exhibitors.
- Coordinates silent auction and live auction fulfillment post-event as applicable.
- Manages on-site production and work crews before, during, and after events to ensure smooth execution of the event.
- Provides administrative support and leadership to event chairs and related committees formed to help secure sponsors and participants; may include keeping records, preparing meeting notices and minutes, handling correspondence, and meeting with event committees.
- Performs regular administrative duties in a timely and efficient manner; including but not limited to coordinating donor/sponsor contracts and payments, reviewing, and submitting event-related invoices for payment, generating acknowledgment and thank you letters, assembling donor solicitation packets, creating, and updating donor/program related forms, researching both monetary and in-kind funding sources, writing solicitation letters, executing mass mailings.
- Proposes innovative ideas to improve all events, including planning and implementation recommendations.
- Supportive of Mental Health America’s mission, values, and goals.
- Valid Texas Driver’s License or Texas ID with reliable transportation.
- B.A., B.S., or equivalent required.
- Minimum of three  years of professional or volunteer event coordination experience.
- Follows oral and written instructions.
- Manages and holds accountable direct reports.
- Successfully manages event budgets.
- Personable presence and demeanor with the desire to engage in personal contact with the external community, including volunteers, donor prospects, and members.
- Outstanding commitment to customer service.
- Performs complex administrative duties with little supervision, exercising confidentiality, independent discretion, and judgment.
- Strong attention to detail with an outstanding ability to multi-task
- Creative thinker with a willingness to seek innovative ideas.
- Assertive, goal-oriented, and self-motivated.
- Strong team player.
- Organized, energetic, and flexible.
- Multitasks and handles pressure working under deadlines.
- Exercises good judgment and diplomacy in working with volunteer leadership and donors.
- Excellent written and verbal communication and presentation skills.
- Strong MS Word, Excel, Outlook, and PowerPoint skills.
- Willingness and ability to learn and utilize Little Green Light software.
- Excellent knowledge of technology equipment; laptops, computers, and printers.
- Effective use of common business software apps, e.g., Adobe Pro.
- Flexible and adaptable to change.
- Experience in designing and conducting online, interactive events.
- Knowledge of mental health and behavioral health industries.
- The physical demands described here represent those that an employee must meet to successfully perform the job's essential functions.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- This position is regularly required to use hands to fingers, handle, and talk and hear. The incumbent is frequently required to stand, walk, sit, reach with hands and arms, and stoop, kneel or crouch.
- Specific vision abilities required for this position include mobility and flexibility to lift, push, pull or carry objects up to thirty (30) pounds, close vision, distant vision, color vision, peripheral vision, depth perception, and ability to focus.
- Tasks may also involve significant periods of standing or walking outside during events themselves, as well as during event set-up and break-down times.
- Option to work on a hybrid schedule.
- Routinely runs errands off-site; must have access to reliable transportation.
- Leading up to the events, the individual performing this job occasionally works irregular hours, including weekends and evenings.
Please email your Resume and Cover Letter to firstname.lastname@example.org.