Philanthropy Coordinator, Special Events

St. Vincent De Paul Village • Full-time • San Diego, California • 4w ago

Summary:

The Philanthropy Coordinator, Special Events, is a key member of the Events Department, managing logistics for major events like the Children’s Charity Gala, Golf Classic, and Thanksgiving Day 5K, as well as smaller stewardship and fundraising events. This role supports event planning, execution, and vendor sourcing, contributes to in-kind donation strategies, and helps achieve financial, awareness, and impact goals. The ideal candidate is organized, detail-oriented, and thrives in a fast-paced environment, meeting tight deadlines while shaping event strategy and partnerships.

Essential Functions:

Support end-to-end logistics of the organization's three high-profile major fundraising events, and a variety of small-scale stewardship and fundraising events
Establishes and maintains strategic systems to execute event logistics
In partnership with the Events team, develop, execute, and achieve long- and short-term department goals and metrics for success
Partner with internal stakeholders for event planning including Philanthropy, Volunteer Services, Communications, Facilities, Retail, and Warehouse teams
Lead day-of event execution in assigned areas; Lead Philanthropy staff, volunteers and internal partners to achieve strategic event goals
Provide administrative support to ensure sponsor benefit packages are fulfilled
Partner with event committee and Communications team to develop and execute a robust marketing plan and grow event participation; Create strategies to expand event attendance via intentional outreach and welcome initiatives
Support event-related meetings with scheduling, agendas, note-taking and follow-up; Attends event site planning meetings
Track and report on program and event metrics, qualitative feedback and key learnings to improve future programming decisions
Process and monitor event registrations and guest lists
Manage a portfolio of local and national companies to solicit in-kind donations
Research, identify and secure potential vendors, program partners and event suppliers, with a focus on reducing event expenses; Correspond with vendors to ensure on time and accurate rendering of services and payment of invoices
Build and maintain strong relationships with vendors, partners, and attendees to encourage repeat partnership and attendance with strategies such as effective communication, thank you notes, debriefs and feedback
Support reducing event expenses by securing in-kind donations and developing creative low-cost solutions for event components; reconcile and manage all event expenses
Ensure compliance with organizational procurement procedures
Coordinate logistics for corporate partners to engage with the organization beyond events including facilitating tours, donation drives, volunteer, employee giving
Provide task-based supervision for event interns and volunteers
Serve as first line of contact for all event-related inquiries, providing strong and prompt customer service to vendors, presenters, partners and attendees
Provide a wide range of administrative support for Events and Partnerships team including but not limited to managing calendar invitations, preparing expense reports, inputting donor notes, managing event workflows, and more
Stay informed about industry trends, best practices, and emerging technologies for nonprofit event management and fundraising
Performs other duties as assigned

Qualifications:

Dynamic, highly organized, detail oriented, and possesses project management skills and an ability to manage multiple events/projects at one time
Possesses strong customer service skills when interacting with participants, event attendees, and donors
Bachelor's degree or equivalent work experience required
At least 1 year of administrative and/or special events experience
Intermediate user of MS Office
Must be available for some evening and weekend events, including Thanksgiving Day
Experience within and knowledge of the nonprofit space a plus
Experience working with fast-paced, mission-driven organizations is encouraged
Intermediate user of donor software preferred; Experience with Raisers Edge, OneCause and Classy is a plus
Knowledge of InDesign, Photoshop, Canva, Adobe Acrobat, website design, or other graphic design software is a plus
Intermediate use of project management software preferred, experience with Asana is a plus
Be at least 21 years of age with a minimum of 3 years of driving experience; possesses valid California driver's license; and has no Class 1 or more than two Class 2 violations within the past 36 months
Participate in an annual Tuberculosis screening and/or other screenings when necessary; Reasonable accommodations may be granted where appropriate