The Event & Stewardship Administrator is responsible for developing and managing fundraising and engagement events, as well as YWCA Columbus internal events. Key responsibilities include planning and executing strategic, cost-effective events and engagement opportunities from concept to completion, including, but not limited to managing event logistics and operations, including talent and vendors, and donor stewardship.
Examples of Duties:
Plan, coordinate, and execute fundraising and engagement events under the direction of Advancement leadership, and in coordination with program team members, to maintain and strengthen relationships with various donors and event sponsors.
Identify, select and manage vendors, venues and partners, negotiating pricing when possible, to ensure quality experience for event participants and attendees. Serve as the point of contact for venues, caterers, entertainment providers, speakers, volunteers, etc., clearly communicating expectations, roles, and responsibilities for all participants.
Develop and oversee the event timeline, with staff assignments. Coordinate with event participants and manage all logistics related to their involvement.
Maintain event budget and manage all event-specific invoices and check requests.
Coordinate and develop agenda(s), scripts, and a run of show for each event, as well as pre-production documents.
Coordinate with marketing and communications team to ensure appropriate and timely announcements, promotion and publicity, marketing materials, recognition and follow up pre- and post-event.
Work with Database Administrator to create and manage registration.
Ensure proper recognition is given to sponsors, partners, donors and volunteers, pre-event, during the event and post-event.
Assist in identifying and cultivating corporate partners for entry level sponsorship, material donations, and volunteerism opportunities alongside colleagues in Volunteer and Donations and Donor Engagement as appropriate.
Provide timely event updates and results to agency leadership and committees. Propose new ideas to improve the event planning and implementation process based on feedback from attendees and team members.
Support occasional third-party fundraising events to ensure partners are successful.
Work with volunteer manager to identify volunteer needs to ensure events are appropriately supported.
Collaborate and manage special projects and staffing of special internal events, including logistics, collateral and mission alignment.
Provide post-event evaluation and feedback to Advancement Leadership and Senior Leadership Team, with recommendations for continuous improvement.
Bachelor’s degree preferred. A minimum 3-5 years of event planning. Significant work experience as an events planner or organizer. Impressive references and portfolio of previously managed events (weddings, meetings, parties, corporate events, etc.) Ability to oversee multiple projects independently. Proficient in MS Office. Sales skills and an aptitude for building productive business and vendor relationships. Interest in women’s and social justice issues.
Required Knowledge, Skills, and Abilities:
Dedication to excellent customer service. Excellent oral and written communication skills, including strong attention to detail. Ability to effectively communicate with diverse populations including high-level funders, donors, and volunteers. Strong time management and organizational skills. Commitment to and aptitude for working in a team environment. Eager to take initiative. Experience with and sensitivity to homelessness or poverty issues. A demonstrated commitment to, and understanding of, our mission of Eliminating Racism and Empowering Women. Valid Ohio Driver’s license.
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