Special Events Coordinator Requisition Number 2025-8050 Overview

 

Special Events Coordinator  About Us

For over 90 years, Boys & Girls Clubs of Delaware has impacted thousands of lives across Delaware.  We are the largest licensed provider of childcare in Delaware and the only statewide Boys & Girls Club in the nation.

Each and everyday girls and boys are left to find their own recreation and companionship. An increasing number of kids are at home with no adult care or supervision. Young people need to they have a place in their community where they can go. Clubs provide a safe haven for youth, allow them to meet with friends and be a part of positive peer groups. Club programs teach life skills, conflict resolution and focus on the development of character. Clubs also provide members with positive role models and a nurturing environment that help improve decision-making skills.  Position Summary Special Events Coordinator ensures the overall success and growth of theorganization’s major fundraising events. This state-wide position is responsible for event planning, execution, marketing, expense management, and fundraising through sponsorships, auctions, and ticket sales. A highly collaborative position, strong verbal and written communication skills are required to successfully lead event committees and volunteers. This position also serves as a resource for operational leaders of smaller events throughout the state. Plans, manages, and executes major fundraising events in New Castle, Kent, and Sussex Counties to include preparing event collateral, coordinating with event venues and vendors, maintaining event records, logistical oversight, and event correspondence.Supports event chairs and committees. Work with them to recruit and solicit sponsors, donors, volunteers, and event attendees.  Develops and implements post-event stewardship strategy that retains event participants year over year and converts event attendees to donors.  Manages inventory of decorations, auction items and other supplies. Ensure they arrive at events and are returned in a timely manner.Prepares annual event budgets and monitors event expenditures to ensure that events operate within approved budgets. Prepares financial analysis and reports for Area Directors, BGCDE Leadership and Event Committees.  Tracks event attendance and contributions using event software platform and coordinate entry of information into Raisers Edge with Donor Database Administrator.  Maintains event website. Works with Marketing Manager to market and raise public awareness of events.  Oversees the management of auctions for special events. Responsible for solicitation of items, record keeping, data entry, item tracking, bid sheets, displays, and auction close-out. Responsibilities Essential Functions:Plans, manages, and executes major fundraising events in New Castle, Kent, and Sussex Counties to include preparing event collateral, coordinating with event venues and vendors, maintaining event records, logistical oversight, and event correspondence.Supports event chairs and committees. Work with them to recruit and solicit sponsors, donors, volunteers, and event attendees.  Develops and implements post-event stewardship strategy that retains event participants year over year and converts event attendees to donors.  Manages inventory of decorations, auction items and other supplies. Ensure they arrive at events and are returned in a timely manner.Prepares annual event budgets and monitors event expenditures to ensure that events operate within approved budgets. Prepares financial analysis and reports for Area Directors, BGCDE Leadership and Event Committees.  Tracks event attendance and contributions using event software platform and coordinate entry of information into Raisers Edge with Donor Database Administrator.  Maintains event website. Works with Marketing Manager to market and raise public awareness of events.  Oversees the management of auctions for special events. Responsible for solicitation of items, record keeping, data entry, item tracking, bid sheets, displays, and auction close-out.

 

 

Qualifications Qualifications & Requirements Minimum RequirementsAssociate’s degree from an accredited university or combination of education and experience.Excellent technology and computer skills, intermediate to high proficiency in Microsoft Office Suite particularly Excel.Initiative, follow through, sound and accurate judgment with an ability to support and explain the reasoning for decisions; including appropriate people in decision-making process; and ensure timely decisions are made.Strong interpersonal skills (written and verbal) necessary to communicate diplomatically and effectively with volunteers, high-level donors, and staff.Ability to manage multiple facets of event coordination and implementation with strong attention to detail in an often high-energy and time-sensitive environment.Strong organizational skills and ability to manage numerous projects and deadlines simultaneously.High energy and professional attitude; willingness to put the time in necessary to get the job done well.Valid driver’s license.Local and occasional statewide travel based upon business needs is required. Preferred RequirementsBachelor’s degree from an accredited university2 years of fundraising/special event experienceExperience with mobile and silent auctions and team-based fundraising events such as Bowlathons/walks/runs.Experience with peer-to-peer fundraising platforms.Familiarity with Raiser’s Edge, Classy and/or other donor and event management software. Scheduling and logistics expertiseWork Location: North Admin office at Clarence Fraim 669 S. Union Street, Wilmington, DE  19805 Work Schedule: 8 - 4:30pm, occasional evening & weekends based upon business needs.  Environmental and Working Conditions:  Environmental and working conditions are predominantly indoors. FT Employee Benefits Incentives
All of our employees are valued and receive competitive pay and a comprehensive benefits package which includes:Medical, Vision, and Dental Insurance/Pharmacy Coverage for individual & immediate familyFlexible Spending Accounts (FSA) 401(k) with Employer MatchPaid Time OffFree childcare for school-aged children based upon site availability Life Insurance CoverageShort- & Long-Term DisabilityEmployee Assistance Program Note: The information presented indicates the general nature and level of work expected of employees in this classification.  It is not designed to contain, nor is it to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job. Boys & Girls Clubs of Delaware is an Equal Opportunity Employer. Boys & Girls Clubs of Delaware does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need