Job Description

Position Summary:

In this highly collaborative role, the Special Events Coordinator streamlines and oversees event collaterals, timelines, RSVP tracking, and more to achieve Boys & Girls Clubs of Boston\xe2\x80\x99s strategic fundraising goals, build brand awareness, and engage a broad spectrum of donors and volunteers. Together with the Special Events team and the AVP of Marketing and Communications, this role also provides support to the strategic visioning process and is responsible for logistical support to produce BGCB\xe2\x80\x99 signature events, Annual Dinner, Club Night, and House Party. The position provides support for BGCB\xe2\x80\x99s signature fundraising events, and coordinates and supports a variety of fundraising, cultivation, and stewardship events for the Clubs, YouthConnect, and business units within the Development and Operations teams.


Our Mission: The mission of Boys & Girls Clubs of Boston is to help young people, especially those who need us most, build strong character and realize their full potential as responsible citizens and leaders. We do this by providing: a safe haven filled with hope and opportunity, ongoing relationships with caring adults, and life-enhancing programs.
Our Values:

• Youth First \xe2\x80\x93 We keep children and teens at the forefront of every action and decision to elevate members\xe2\x80\x99 voices.
• Integrity \xe2\x80\x93 We conduct ourselves with honesty and transparency and strive to do the right thing, every day, and every time.
• Community \xe2\x80\x93 We foster an inclusive culture by celebrating diversity and respecting the inherent dignity and worth of everyone.
• Equity \xe2\x80\x93 We commit to providing opportunities to create just outcomes that honor the needs, experiences, and values of our community, especially those with marginalized identities.
• Innovation \xe2\x80\x93 We apply a forward-thinking approach that encourages teamwork, adaptability, strategy, intention, and creativity to address today\xe2\x80\x99s challenges and build positive futures for all members.

Essential Duties and Responsibilities:

• Works closely with Marketing and Communications team, Senior Director Special Events and Business Development, and the Assistant Director, Special Events to ensure that event programming, messaging and details reflect and achieve event goals.
• Successfully track and communicate event logistics for assigned fundraising events to attendees and BGCB team members.
• Works with the Senior Director and Assistant Director of Special Events to assist with systems, protocols and best practices to ensure all BGCB events are consistently exceptional high-caliber occasions that highlight BGCB\xe2\x80\x99s positive impact on Boston and Chelsea\xe2\x80\x99s young people.
• Track event revenue and ensure timely data entry, financial transactions, gift acknowledgements, invoicing, and financial reporting.
• Oversee planning timelines and task assignments for assigned fundraising events..
• Work with BGCB leadership to successfully communicate with event committees as assigned. Ensure committee members have resources necessary to be successful BGCB solicitors.
• Manage monthly Events expenses by tracking and submitting receipts to the Finance Team in a timely manner.
• Assist with volunteers for events. Ensure clear communication, management and follow up.
• Provide excellent customer service to all event attendees.
• Own and implement organization-wide event standards and update as needed.
• Work with BGCB\xe2\x80\x99s Development Operations Team to produce and manage strategic invitation and sponsorship mailing lists for assigned events. Manage mailing process.
• Manage building event and data tracking in Raisers\xe2\x80\x99 Edge including tracking RSVP and table guests.
• Manage on-site event production and clean up as necessary.
• Manage post-event follow up with donors, staff, and event attendees.
• Support Club and Operations event activities as necessary.
• Travel between sites and to activities as necessary

General BGCB Expectations:

• Healthy Behavior Modeling \xe2\x80\x93 Teaching youth/teens the importance of living an active, healthy lifestyle is a BGCB priority. As a result, all staff is expected to model healthy behavior while working with our members.
• Inclusive Environment \xe2\x80\x93 BGCB values creating child-friendly environments, where youth/teens of all abilities can be successful and participate. BGCB expects employees to embrace its focus on inclusion of all members, regardless of disability or developmental challenge.
• Continuous Learning \xe2\x80\x93 Building the capacity of staff is central to BGCB. The organization encourages and requires that all staff participates in annual professional development opportunities that continue to cultivate their skills in the youth development field.
• Safe Spaces \xe2\x80\x93 Every staff member shares the responsibility for ensuring BGCB is, and remains, an environment free of sexual, physical, or emotional abuse.

Position Requirements (Education, Experience, Knowledge, Skills, Abilities, Work Demands)

• Bachelor\xe2\x80\x99s Degree preferred.
• Minimum of 2 years\xe2\x80\x99 experience in Development, communications, public relations, marketing and/or event management.
• Self-motivated and resourceful with superior organizational and time management skills.
• Excellent interpersonal skills and ability to work collaboratively with other advancement and finance team members, senior management and BGCB Board volunteers/members.
• Must be a team player with the ability to work independently.
• Attention to detail and ability to manage multiple projects is critical.
• Ability to problem solve on the spot and respond with tact, diplomacy, and poise.
• Ability to represent BGCB at fundraising events and meetings and to work well with a broad range of constituencies.
• Solid writing and verbal communication skills.
• Ability to maintain high level of donor confidentiality.
• Willingness to work occasional evenings as event and project deadlines dictate.
• Able to travel to off-site Clubs, meetings, and events regularly.
• Must be willing to join a quick-paced energetic Development team, and work with a group of talented, committed volunteers.
• Strong computer skills required. Knowledge of Microsoft Office, Raiser\xe2\x80\x99s Edge and design software strongly preferred.

Job Type: Full Time
Schedule: 9am- 5pm (Flexibility required)
Pay Rate: $45-50k (Depending on experience and internal equity)