Special Events Coordinator

PURPOSE: To assist the Special Events Director(s) with Calvary Church’s Special Events and Guests. Events include, but are not limited to Christmas, Easter, National Day of Prayer, Love Day/Love Week/LoveNM Events, Freedom Celebration, Thanksgiving Pickup Party, Calvary Christmas Toy Shop, Concerts, Conferences, Calvary Staff Party, Calvary Volunteer Party, etc. CHARACTER STATEMENT: I am a “doer” – it is not a job it is a calling! ESSENTIAL DUTIES AND RESPONSIBILITIES Maintain Calvary Culture and Culture Axioms Be available the day before, day of, and day after events for set up, event running, and teardown Be a “doer” – It’s not a job it is a calling! Be able to lift 50lbs+ and be on your feet for long hours (specifically on event prep days, event days, and teardown days) Be available to run errands for events and for guests Be able to work with the Special Events Team (staff and volunteers) and Calvary staff by communicating needs, answering questions, being available to interview Life Track volunteers and be the primary point of contact for all volunteers Assist with leading, training, and overseeing volunteers for various outreaches and events Be able to take lead on Special Event/Outreach Event (Volunteer) Team health Main point of contact for all volunteers Thorough communication, placement, and training of volunteers Send out monthly emails to SE Volunteer Team Help plan and coordinate Team Building Gatherings Be able to prep (purchase needed supplies, set up and organize dressing rooms and green rooms) host special guests (guest speaker, artists, entertainer) with professionalism and excellence Be able to handle administrative items (create and maintain checklists, research for budgets, work with and book vendors, etc. for all events/outreach events) Help identify community needs and mobilize teams of people to bring resolution to those needs Help create and implement new processes and procedures to ensure the event runs as smoothly as possible with a Calvary level of excellence Order and distribute various materials and resources needed to achieve the needs of the community and execution of all events Collaborate and coordinate with other departments in Calvary Church for the implementation and distribution of various promotion material Keep accurate and detailed information of Calvary Church outreach/event efforts Help coordinate church community initiatives and events Help coordinate – plan and execute all Special Events (Easter, National Day of Prayer, Freedom Celebration, Concerts, Conferences, etc.) Work with Calvary creative team to plan and coordinate event details Schedule and organize weekly department head meetings (on a seasonal basis) Serve as main point of contact for volunteers/volunteer leads, work with local vendors Help recruit and place volunteers to organize them according to each event’s needs Help manage all Calvary Outreach Events (Thanksgiving Pickup Party, Calvary Christmas Toy Shop, etc.) Help recruit and place volunteers to organize and coordinate all “focus” areas of the event Help create and maintain master spreadsheet of event, focus groups, and needs of each “focus group” – communicating with team leads and ordering/purchasing needed materials (TPP) Assist with managing all details related to Calvary Toy Shop Help oversee team leads, recruiting volunteers and placing volunteers Track and process all incoming toys Help plan distribution(s)/toy shop operations with Special Events team and with Community Outreach Team Connect with schools and/or organizations for distribution (as needed) Recruit and train volunteers for day of event and various workdays prior to event Ability to receive direction from SE Director or SE Director Assistant and complete assigned tasks within required deadlines. Training will be provided Availability to work weekends/evenings as required prior to events for Event preparations: hosting KIOSK/promo/training GENERAL OFFICE DUTIES Answer phones, file, organize, type, fax, write, make copies, schedule, email, send mail, direct calls, bulk print, voicemail, deliver messages, manage calendars, inventory, prepare reports, proofread, troubleshoot problems with office equipment and work with the public and staff Handle money properly, be familiar with protocol and provide documentation Uphold Calvary Church policies Have skills and ability to generate documents, PowerPoints, Excel sheets Able to input data into reports and create easy to understand charts and graphs Understand basic computer software, programs, word processors, etc. Able to work under stress, multiple projects, and deadlines effectively Attend mandatory staff meetings and various departmental meetings Communicate with all levels of departments including, but not limited to, janitors, maintenance, executive office, servants, student ministries, ministry leaders, surrounding businesses and contracted businesses Assist with annual board report for Special Events department SKILLS & KNOWLEDGE REQUIRED High School Diploma or equivalent Associate’s preferred or equivalent work experience (Six months to one year of relevant experience) 3+ years office experience Confidentiality Strong organizational skills Strong leadership skills and capabilities A calm sense of urgency Excellent verbal and written communication skills with exceptional interpersonal communication skills Ability to work independently on assigned tasks as well as to accept direction on given assignments Ability to complete assigned responsibilities and duties under direction from supervisor as well as to be self‑motivated and take individual initiative Works well under pressure Detail oriented and team player Microsoft Suite experience and database experience (Excel, Microsoft Office, etc.) Be able to familiarize yourself with programs Calvary utilizes: Teams, Ministry Platform, eSPACE Flexibility to work early, late, weekends and holidays Calvary is your home church which you attend weekly COMMENTS The above statements are intended to describe the general nature of this job and the level of work performed by employees in this position. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job‑related instructions and to perform any other job‑related duties required by their supervisor. This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship. #J-18808-Ljbffr