Event Support Specialist

Event Support Specialist

The Event Support Specialist provides operational support to the Development Team by coordinating the planning and logistical execution of fundraising events, donor engagement activities, and agency functions. This role is centered on the logistics of operations and coordination versus the creative elements of event planning. This role ensures all logistical components of events are managed efficiently and professionally to support the organization's fundraising and donor cultivation goals.

The Event Support Specialist collaborates with Development, Education, and Marketing Team members, other ForKids staff, board members, volunteers, donors, committees, vendors, artists, and community partners to ensure successful event execution and a high-quality guest experience.

Primary events include, but are not limited to:

• Children's Art Auction
• Field Day
• Annual Tree Lighting
• Art Collaborations
• Backyard Bash & Art Auction Packages
• Day of Caring
• Raise the Roof
• Investor Forums
• Humphrey Guild Events
• Circle of Legends

Responsibilities:

• Coordinate logistics for fundraising events, donor receptions, auction packages, volunteer activities, and agency functions.
• Assist with the negotiation and execution of event-related contracts, including venues, catering, audio-visual services, event rentals, and other vendors as needed.
• Develop and maintain event timelines, checklists, production schedules, and logistical plans.
• Process purchase requests and invoices, submit purchase orders, track event expenses, maintain accurate vendor records, contracts, and event documentation.
• Oversee on-site event setup, production, guest experience and services, and breakdown to ensure a positive and welcoming experience for attendees.
• Prepare regular event status updates, presentations, and post-event evaluations, including recommendations for continuous improvement and best practices.
• Coordinate and schedule Art Auction Committee meetings and serve as committee secretary by preparing agendas, recording meeting minutes, and tracking action items and follow-up activities.
• Manage all logistical aspects of auction artwork production, including:
• Scheduling and coordination with artists, volunteers, participants, and community partners
• Photography, production, framing, transportation, and display of artwork in collaboration with Education and Marketing teams.
• Coordination of staff participation in all artist collaboration sessions
• Manage coordination, fulfillment, and delivery of both art and non-art auction packages.
• Build and maintain positive relationships with donors, volunteers, vendors, artists, community partners, and other stakeholders. Respond promptly and professionally to event-related inquiries.

Community Engagement:

• Support development and fundraising initiatives as requested, including donor meetings, agency tours, and fundraising events.
• Recruit, engage, coordinate, and steward volunteers to provide a meaningful volunteer experience.
• Communicate effectively with donors, volunteers, artists, participants, and community partners while promoting the mission and values of ForKids.

Data Management and Reporting:

• Maintain accurate event and fundraising records.
• Complete required data entry and reporting in accordance with established agency guidelines.
• Participate in all required data management and reporting trainings.

Financial Management:

• Utilize agency resources responsibly and in accordance with established policies and procedures.
• Adhere to all agency financial policies and internal controls.
• Serve as backup support to the Office Administrator for entering Development Team purchase orders into Sage.

Customer Service:

• Provide exceptional internal and external customer service in accordance with the standards outlined in the ForKids Customer CARE Manual.

Qualifications

Education and Experience:

• Minimum of two to three years of experience in event planning, special events, fundraising, corporate relations, or a related field.
• Nonprofit experience preferred.
• Experience managing complex events and multiple projects simultaneously preferred.

Essential Functions, Knowledge, Skills and Abilities :

• Strong project management and organizational skills with exceptional attention to detail.
• Demonstrated ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent interpersonal, relationship-building, and networking skills.
• Ability to maintain a high level of poise and professionalism
• Strong written, verbal, and presentation communication skills.
• Knowledge of fundraising, donor cultivation, stewardship, and event management best practices.
• Ability to work independently while collaborating effectively with diverse stakeholders.
• Professional judgment, discretion, and ability to maintain confidentiality.
• Flexible and adaptable with a willingness to adjust priorities when needed.
• Proficiency with Microsoft Office Suite and donor/event management software.

Physical Requirements:

• Valid driver's license with no more than three minor violations and/or accidents within the past three years and no major moving violations during that period.
• Ability to lift and carry up to 30 pounds.
• Ability to stand, walk, bend, crouch, climb stairs, and remain active for extended periods during events.
• Ability to work evenings, weekends, and occasional nontraditional hours as required.