Special Events Coordinator

Organization Description
Founded in 1988 by Paul Newman, The Hole in the Wall Gang Camp provides "a different kind of healing" to thousands of children with serious illnesses and their families annually - all completely free of charge. For many of these children and families, Hole in the Wall provides multiple Camp experiences throughout the year at the facility in Ashford, Conn, in dozens of hospitals and clinics, directly in camper homes and communities and through other outreach activities across the Northeast and Mid-Atlantic.
Position Description:
The Special Events Coordinator is part of a dynamic and collaborative team that produces proprietary fundraising, cultivation and stewardship events, manages Peer-to-Peer (P2P) events and champions community and endurance events, throughout the Northeast and Mid-Atlantic. The Coordinator will serve as the primary administrative lead and provide logistical and frontline support, stewarding event donors from the invitation phase through post-event follow-up, focusing on building and strengthening philanthropic relationships. The ability to confidently coordinate and execute events that achieve revenue goals, provide opportunities to express meaningful gratitude, engage and celebrate our community, and communicate our mission, is essential to success in this role.
Our Special Events Coordinator can expect to...

• Serve as primary donor contact for event invitation responses and inquiries (including sponsorships, tickets, advertisements and donations). Tracks and manages invitation responses and financials in master excel grids.
• Create and maintain benefit fulfillment systems and coordinate all benefit fulfillment details (marketing benefits, etc.)
• Provide financial/contributor reporting and solicitation and stewardship support to Co-Chairs and lead sponsors.
• Collaborate with Director and Associate Directors on pre-sale and invitation mailing list criteria and supports solicitation strategies with initial data review. Coordinates and facilitates event mailings.
• Calculate and update fair market values of event support opportunities (sponsorships, tickets, ads, etc.)
• Compile and monitor master Special Events calendar and communications and coordinate applicable postings and representation on Camp’s website.
• Attend event committee, venue and vendor meetings as required.
• Coordinate event attendee ticketing and oversees communication associated with event supporter acknowledgement/benefit letters and follow up.
• Provide logistical support, performing vendor research, booking and on-site coordination as assigned.
• Coordinate auction implementation, maintain auction records, facilitate experience redemption/logistics and record outcomes in Raiser’s Edge. Obtain and coordinate Fair Market Value details and follow through on all auction Gift-in-Kind acknowledgements.
• Elevate donor stewardship by instituting follow-up plans for engagement post-auction experiences to track outcomes and satisfaction.
• Attend all assigned events throughout the Northeast and Mid-Atlantic, supporting the primary event lead (Director, Associate Directors, or Managers) with set- up, execution and breakdown of events.
• Represent Hole in the Wall at tabling and speaking engagements as assigned.
• Identify outstanding event pledges, prepares and sends pledge reminders, track outstanding pledges and manage follow-up, as applicable.
• Provide creative design support for print and digital event collateral, as assigned.
• Coordinate volunteers for pre-production, load-in, on-site and load-out support.
• Perform additional duties as assigned.

Our Special Events Coordinator should have...

• A minimum of three years' experience in event, production, operations, or hospitality management and data tracking and reporting is preferred.
• A degree and/or coursework in event management, marketing, communications, hospitality or related field is desirable, but there is no minimum education requirement.
• The ability to establish positive relationships with a variety of people in multicultural environments.
• A proficiency in Microsoft Office Suite especially Excel-the ability to manage data, use formulas, create spreadsheets, and generate reports.
• Experience with the use of CRMS/fundraising platforms, such as Raiser’s Edge, GoFund Me Pro, GivenGain and/or Luminate is preferred.
• Strong internet and computer skills, including familiarity with email platforms (Outlook) and online communication tools.
• Self-motivation, and the ability to set priorities and coordinate multiple projects simultaneously.
• Energy, enthusiasm and the ability to work both independently and productively in a fast paced, team-oriented department.
• Elevated project management, interpersonal, organizational, and written and oral communication skills.
• A willingness and ability to embrace a hybrid work schedule and locations-working hours will be spent in New Haven, CT or Ashford, CT offices or remotely (at home or off-site at Northeast venues) based on needs of the event calendar.
• A willingness and ability to travel to and throughout the Northeast and Mid-Atlantic (including but not limited to Queenstown, MD) for events, organization-wide and departmental meetings based on the needs of the event calendar.
• A willingness and ability to work evenings and weekends as needed in office and at event venues. Overnight time at venue sites required.
• A willingness and ability to participate in event preparations and on-site event production that often requires walking, standing and carrying, setting up and breaking down event decor and supplies for substantial periods of time.
• A willingness and ability to operate computer for most of workday with appropriate rest periods.
• A valid Driver's license and driving record which meets HITWG insurance carrier requirements.
• A willingness and ability to independently travel to assigned worksites. Access to a personal vehicle preferred (with mileage to be reimbursed as applicable).
• A willingness and ability to drive event supply transport vehicles including but not limited to cargo and passenger vans in suburban and city environments.
• A willingness and ability to lift and carry up to thirty pounds is helpful but not essential.