Special Events Coordinator

Make a Lasting Impact—We are hiring for a Special Events Coordinator

At Pathways, we believe that to teach is to touch lives. We are a mission-driven organization dedicated not only to nurturing young children and families, but also to creating impact.

We are currently seeking a Special Events Coordinator who plays a critical role in advancing Pathways for Children’s mission and creating a positive, external view of the agency. The Special Events Coordinator is a member of the Institutional Advancement team, responsible for fundraising and stewardship event coordination, and coordination of specific community engagement opportunities. This position will also take a lead role in Pathways’ participation in the Cape Ann Kids Holiday Store.

About the Role:

Schedule – 30 hours per week/52 weeks per year (schedule subject to change to support program needs)

Rate – $24.00

Key Responsibilities

• Coordinate, promote and manage fundraising and donor focused events including, but not limited to, our annual gala, major donor appreciation reception, golf tournament, and a variety of smaller fundraisers throughout each year.
• Research venues and vendors and provide comparative recommendations based on cost, features, quality, and alignment with goals.
• Determine event budgets in collaboration with Director of Institutional Advancement and adhere to accordingly.
• Coordinate with venues/hosts regarding menu planning, seating arrangements, audio and visual requirements/capabilities, decorations, and overall event flow.
• Generate and monitor event timelines and ensure that deadlines are met accordingly.
• Collaborate with printer and design vendors to create event invitations and print collateral, A/V presentations, and other media as required.
• Recruit and support volunteer event committees.
• Develop sponsorship and auction solicitation materials.
• Solicit businesses, both in-person and online, for auction donations.
• Coordinate event logistics to include registration, attendee tracking, presentation(s), materials support and pre and post-event evaluations.
• Support related gift entry and acknowledgement process as needed.
• Recruit staff and volunteers to support up to 5 community facing events each year.
• Ensure Pathways representatives are prepared and have the materials needed for the event.
• Personally attend and manage a minimum of 2 community facing events each year.
• Serve as lead Pathways’ Coordinator for the Cape Ann Kids Holiday Store
• Support the distribution of toy collection flyers and boxes.
• Oversee delivery and organization of toy donations throughout early December.
• Manage on-site logistics during toy distribution.

Qualifications

Required:

A minimum of two years event planning or project management experience

Proficiency in MS Office, Facebook, Instagram and other social media platforms

Superior customer service skills

Strong interpersonal, communication and relationship-building skills

Highly organized and able to multi-task

Ability to work independently and exercise thoughtful decision-making.

Preferred:

Knowledge of Raisers Edge or similar CRM system and Canva a plus; knowledge of the non-profit sector and fundraising.

Other Requirements (related to in Program licensing standards):

This position requires frequent community visits to events, local resources and organizations that support development initiatives within the Pathways catchment area.

An on-site workspace will be provided at the Emerson school location in Gloucester.

Potential to work remotely up to half-time, depending upon current project needs and with prior approval. Valid MA driver’s license, proof of auto insurance, and reliable transportation required.

Must successfully complete employment physical, CORI, SORI, DCF, fingerprint clearance, and comply with Head Start vaccine requirements (related to in Program licensing standards):

Travel Requirements

This position will be required to travel to local and regional events on a consistent basis. Travel between Pathways Centers (e.g. Gloucester, Salem and Beverly) as needed.

Physical requirements

Some events require prolonged standing. Event set up may include moving and lifting of materials. Must be able to lift/carry 40 pounds.

Pathways for Children provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.