Event Coordinator

Job Description

Job Description

POSITION TITLE: Event Coordinator

DEPARTMENT: Resource Development

REPORTS TO: Director of Events

SALARY/FLSA STATUS: Full Time/Exempt

ORGANIZATION MISSION:

We prepare youth and young adults to be ready for college, career, and life.

POSITION SUMMARY:

The Event Coordinator supports the planning, execution, and evaluation of fundraising and stewardship events for Boys & Girls Clubs of Greater Tampa Bay (BGCGTB). This position serves as the organization's primary administrator for the OneCause event fundraising platform and is responsible for managing event technology, registration systems, online giving tools, auctions, donor data integration, and event reporting.

Reporting to the Director of Events, the Event Coordinator plays a critical role in ensuring a seamless donor experience before, during, and after events while supporting revenue generation efforts through effective event management and fundraising technology solutions.

This position works collaboratively with Resource Development, and the Director of Events to execute high-quality events that strengthen community engagement and advance BGCGTB's mission.

COMPETENCIES + JOB RESPONSIBILITIES:

Software Administration & Event Technology

• Serve as the primary administrator and subject matter expert for the OneCause fundraising platform.
• Build and manage event websites, registration pages, sponsorship packages, ticketing structures, donation forms, auctions, raffles, and mobile bidding experiences.
• Configure event campaigns and fundraising tools to maximize donor engagement and revenue generation.
• Manage guest registration, attendee communications, seating assignments, bidder management, and checkout processes.
• Ensure accurate integration and transfer of donor and event data into the organization's CRM.
• Generate event reports, fundraising dashboards, and post-event performance analyses.
• Train volunteers and staff on platform functionality and event technology best practices.
• Stay current on OneCause enhancements and recommend opportunities to improve event performance and donor experiences.

Event Planning & Execution

• Assist in planning and coordinating fundraising events, donor cultivation events, volunteer recognition events, and community engagement activities.
• Support the Director of Events with event logistics including venue coordination, vendor management, catering, audiovisual needs, décor, transportation, and event timelines.
• Coordinate event registration, guest management, sponsorship fulfillment, and attendee communications.
• Support onsite event execution, setup, registration, volunteer coordination, and event breakdown activities.
• Maintain event planning documents, timelines, budgets, and operational checklists.

Sponsorship & Donor Support

• Coordinate sponsor benefits, signage, program listings, and event-related communications.
• Support donor stewardship efforts before and after events.
• Assist with tracking event revenue, sponsorship commitments, and in-kind contributions.

Data Management & Reporting

• Maintain accurate event records and donor information.
• Prepare event reports including attendance, sponsorship performance, fundraising outcomes, and return-on-investment metrics.
• Track event budgets and expenses in partnership with the Director of Events.
• Support post-event reconciliation and donor acknowledgment processes.

Team Collaboration

• Collaborate with Marketing & Communications to ensure consistent branding and promotional strategies.
• Work closely with Resource Development staff to support fundraising goals and donor engagement efforts.
• Support volunteer committees and event leadership groups as assigned.
• Represent BGCGTB professionally with donors, sponsors, vendors, volunteers, and community partners.

QUALIFICATIONS:

• Bachelor’s degree in Event Management, Hospitality, Marketing, Nonprofit Management, Communications, or a related field preferred.
• Minimum of two (2) years of event planning, fundraising, nonprofit, hospitality, or related experience.
• Experience managing fundraising event software platforms.
• Experience with OneCause, or Donor CRMs preferred.
• Experience supporting fundraising events, galas, golf tournaments, breakfasts, or donor cultivation events preferred.

TRAVEL:

Travel will be required including to multiple Club facilities throughout Hillsborough, Pasco, Hernando and Pinellas County for training and/or other business purposes.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, stand, walk, kneel, stoop, and use a keyboard. The employee is occasionally required to bend and lift and/or move up to 30 lbs.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate - high. Flexibility to working schedules may be required due to changing needs.

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this job classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job. Reasonable accommodation will be possible and based on an individual basis.

EQUAL OPPORTUNITY EMPLOYER:

Qualified applicants receive consideration for employment without discrimination because of race, color, gender, religion, national origin, ancestry, citizenship, disability, age, sexual orientation, or any other characteristic protected by law.