OVERVIEW
Since 1972, Covenant House has served and advocated for youth and young families experiencing homelessness, human trafficking, and exploitation. Our overarching goal is to end homelessness among youth and young families by helping them achieve housing stability, heal from trauma, tap into their innate resilience, and hone their interests and skills to forge new pathways to independence. This work is carried out across Covenant House sites in 34 cities in the US, Canada, Mexico, Guatemala, and Honduras.
PRIMARY RESPONSIBILITIES
The Coordinator, Events will be responsible for supporting the management of in-person, virtual, and hybrid fundraising events, and in-person recruitment, cultivation, and stewardship events led by Covenant House International. Primary responsibilities include planning and executing event logistics, staff volunteer recruitment and management, coordinating vendor orders, event revenue tracking and reporting, RSVP tracking, guest and participant support, and administrative tasks.
TRAVEL/LOCATION REQUIREMENTS
- This role may require travel outside of NYC metro area, domestically and internationally, up to 10% of the time.
- Our offices are located in Manhattan and this position will be hybrid for the foreseeable future, with a requirement of three (3) days in office per week, or more frequently to perform the job requirements.
SALARY RANGE: ($62,400 - $66,000)
The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. When determining a team member's base salary and/or rate, several factors may be considered as applicable (e.g., location, specialty, service line, years of relevant experience, education, credentials, negotiated contracts, budget and internal equity).
The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. When determining a team member's base salary and/or rate, several factors may be considered as applicable (e.g., location, specialty, service line, years of relevant experience, education, credentials, negotiated contracts, budget and internal equity).
JOB DUTIES
Duties and responsibilities include but are not limited to:
Planning and Logistics
- Coordinate all aspects of events including strategy, pre-planning, invitations, marketing materials, registration, logistics, staffing, venue and vendors, program implementation, finance reconciliation, and post-event closeout
- Manage RSVP tracking and reporting
- Coordinate event logistics, support participant travel logistics, Covenant House International staffing, marketing materials, and venue and vendors in partnership with local Latin American sites for Camino a Casa events
- Lead all aspects of event-day preparation and logistics coordination, such as ordering and organizing event materials, developing a staffing plan, and preparing a communications plan for all stakeholders
- Serve as the point of contact for vendors, volunteers, and staff who have roles in the event
- Coordinate the recruitment, management, and training of event staff / volunteers, as required for them to perform their role
- Gain full knowledge of venue layouts, capabilities, as well as functional details, and provide input on optimal event planning to meet the event goals
- Arrange venue setup and breakdown including all needs for seating, ticketing, staging, A/V, catering, deliveries, and storage
- Coordinate, design, and execute invitation mailings
- Design, distribute, and lead execution of at-event content including signage, speaking remarks, printed materials, program slides, and other relevant materials
- Work with the web development team to build and maintain all phases of event websites
- Co-create, communicate, and make adjustments to boost and refresh event elements and processes with key internal stakeholders to align with departmental goals
- Determine, solicit and track in-kind contributions related to events
- Oversee the application, implementation, compliance, and reporting processes for state raffle commission
- Obtain required permits/COIs for event execution
- Review and negotiate contract terms with vendors
- Research, tour, evaluate and report on new event venues, virtual event platforms, and event planning best practices
- Act as liaison across multiple departments including finance, development operations, donor communications, public relations, and corporate partnerships
- Serve as a backup to the Events Managers as needed
Administrative and Data Management
- Conduct data entry into event management systems
- Prepare event revenue reports and correspondence for internal and external use
- Provide customer service support for event participants and supporters
- Track event expense reports, coordinate contracts and payment schedules, process invoices and gift entry in conjunction with the development operations team
- Conduct timely event close-out and reconciliation with assigned members of the finance and data teams
- Ensure post-event feedback is collected from all parties involved in event
- Maintain an efficient paper and electronic filing system of event-related materials, contact directories, and participant/RSVP databases
- Maintain workflow, meeting minutes, event updates, and assignments to development team in task management software
- Maintain and communicate an internal events calendar and conduct regular auditing with the development team to ensure accuracy
- Maintain accurate event supply inventory and organization and coordinate orders as needed
- Assist other members of the events and stewardship teams with administrative support as needed
Relationship Facilitation
- Coordinate event committee stewardship with relationship managers
- Assist with scheduling and material preparation for event committee meetings
- Source and contribute to a diverse and mission-invested vendor list for all areas of event planning.
- Collaborate with Covenant House sites on shared event initiatives
- Execute on event sponsorship and individual guest benefit fulfillment
Other Responsibilities
- Consistently work to improve project coordination within the organization
- Complete projects and individual assignments in a timely manner
- Coordinate the transport of event-related supplies to venues
- Work on and/or lead special development projects as assigned by the department's leadership
- Support department intern projects
KNOWLEDGE, SKILLS & ABILITIES
- Must be team oriented with a strong work ethic
- Exceptional organizational and problem-solving skills, and attention to detail required
- Action-oriented with ability to multitask and effectively manage competing priorities
- Sound judgment and emotional intelligence
- Self-motivated; able to work both independently and in a team environment
- Excellent verbal and written communication skills
- Ability to interact effectively with donors, board members, site staff, current and former residents, and senior management
- Basic knowledge of graphic design software required, experience with Canva or Adobe Creative Suite preferred
- Experience with task management software, such as Asana, highly preferred
- Experience with Peer-to-Peer fundraising platform DonorDrive preferred
- Must be fluent Spanish speaker with ability to communicate clearly and easily in verbal and written forms
- Must be able to work evenings and weekends as needed
- Must possess a valid U.S. driver’s license and be comfortable occasionally driving a large van in urban and crowded environments
- Must possess a valid passport and be comfortable occasionally traveling to our Latin American sites
- Must be dedicated to the mission and core values of Covenant House
- At least two (2) years of event administrative support in a professional environment
- Baseline knowledge of stewardship activities and donor retention work is highly preferred
- Experience with in-person and virtual events, peer to peer campaigns and/or fundraising events required
- Experience managing volunteers is highly preferred
OUR COMMUNITY
Employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, age, national origin, marital/parental status, political affiliation, citizenship, disability, genetic information, veteran/ military status, or any other protected characteristic as established under law.
Covenant House International is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind: CHI is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at CHI are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, belief, sex, sexual orientation, gender identity, national origin, veteran status, family or parental status, disability status, or any other status protected by the laws or regulations in the locations where we operate. CHI will not tolerate discrimination or harassment based on any of these characteristics and encourages all qualified applicants to apply.