Marketing Specialist, Events & Programs

Job Description

Job Description

POSITION: Marketing Specialist, Events & Programs

DEPARTMENT:  Marketing & Communications

REPORTS TO:Senior Director, Civic Strategy

PAY GRADE:4

STATUS:Salaried, Non-Exempt

SALARY RANGE: $48,000-$52,000

ABOUT UNITED WAY OF METRO CHICAGO

United Way of Metro Chicago brings together business, government, philanthropic, individual, and community leaders to deliver funding and resources while amplifying the expertise of nonprofit organizations across greater Chicago. We help individuals meet their basic needs and work alongside neighborhood partners to address local priorities and create communities where all people can thrive. United, we are building a stronger Chicago region.

POSITION OVERVIEW

The Events & Programs Marketing Specialist is responsible for executing the logistics and details for public facing events and civic programs. As a key project facilitator within the Marketing & Communications team, this role is expected to work cross-functionally with internal teams and external partners and vendors to ensure all events and civic programs are executed on brand, on budget, and meet the pre-determined goals for the event or program. 

CORE RESPONSIBILITIES 

Event planning and logistics may include, but may not be limited to the following: 

• Level 1 / Signature Event Logistics: 

• Facilitate weekly cross-departmental status meetings leading up to the day-of events.
• Create and update event briefs as needed.
• Build event registrations, manage RSVPs, and track event attendance (via CRM system/registration platform).
• Coordinate and produce all event collateral materials and email communications in partnership with the Manager of Digital Content and Sr. Manager Art Director.
• Coordinate and monitor event timelines, budgets, financial processing, and ensure deadlines are met.
• Work with project leads to identify venues for events and process contracts.
• Plan layout of event space, set menus, and arrange food and beverage service. 
• Coordinate details for all event speakers, vendors, and participants.
• Attend level 1 events to ensure seamless execution.
• Close out all event details as required and generate event postmortems.

• Civic Programs Logistics Support

• Secure event space and process all contracts, payments, etc.
• Provide event participants with details ahead of event.
• Work with finance to manage the program budget and ensure program participants are appropriately invoiced. 
• Manage all day-of event logistics coordination for cohort and virtual programs

• Donor Network / Giving Society Support

• Meet with project lead to effectively coordinate all marcom support needs.
• Build event registrations and registration surveys, manage RSVPs, track event attendance (via CRM system/registration platform), and upload event information.
• Review and produce mass send emails (invites, reminders, thank you) in partnership with the Digital Content Manager and Sr. Manager Art Director. 
• Support with specific logistics leading up to the day of the event: printing nametags, ensuring project lead has all necessary signage, communicate and process needs with larger marcom team, etc.

• Internal Fun & Engagement Committee

• Represent Marcom team on Fun and Engagement committee to support planning and logistics of internal events.

• General Events and Programs Administrative Support

• Manage organizational events calendar
• Set meeting agenda and facilitate cross-departmental events and programs planning meeting
• Provide follow-up on decisions and next steps to planning meeting participants
• Work with IT to ensure monthly events and priority meetings are shared on cafe screens
• Meet with finance team to review forecasted budget, providing expense updates for all events
• Maintain inventory of general event materials, e.g., backdrops, easels, clipboards, display materials
• Assist with ordering and purchasing supplies for events
• Work with Marketing Operations Manager to ensure all event details are up-to-date and posted on UnitedWayChicago.org
• Monitor the designated inboxes for all event specific e-communications and provide timely responses

OTHER DUTIES

• The core responsibilities listed above are not intended to be an exhaustive list of all responsibilities and duties. Other duties may be assigned by Senior Management.

REQUIRED QUALIFICATIONS

The ideal candidate considers themselves a do-er and can maintain productive collaborative relationships across the organization and externally to effectively support the successful execution of programs and events.

Education & Experience

• 1–2 years of relevant experience in event planning, project coordination, marketing, or related work; nonprofit or fundraising experience a plus.
• Proven experience in the following areas: 

• Event planning and logistics execution
• Digital communication development and distribution
• Working with creative teams (copywriter, designer, web developer)
• Budget management

Skills & Competencies

• Demonstrated proficiency in strong project management skills with the ability to effectively prioritize workload and diligently follow through on all projects.
• High degree of flexibility (with projects and schedule) and the ability to change course.
• Excellent interpersonal, organizational, verbal, and written communication skills. 
• Possess a creative, collaborative, and entrepreneurial spirit that is balanced with being practical.
• Meticulous attention to detail, resourceful, and a desire to deliver a high level of customer service.
• Proficiency in Microsoft Office Suite, Microsoft Teams, Zoom Webinar, Trello, SmartSheets; experience with CRM systems (e.g., Salesforce) preferred.
• Photography and social media experience are a plus.

Other Requirements

• Ability to work flexible hours, including evenings or weekends, for events as required.
• Ability to travel within the Chicago region.
• Physical ability to transport event materials (reasonable accommodations can be made).
• Access to personal vehicle preferred.

PERSONAL ATTRIBUTES

Guided by a clear set of Core Values and Behaviors – Passionate About the Work, Good Teammate, Being Curious, and Equity Minded, you will join an impressive group of individuals and contribute your diverse set of experiences, skills and characteristics to the organization.

• Accepts guidance and responds well to feedback.
• Displays maturity, good judgment, enthusiasm, and personal motivation.
• Strong interpersonal skills including the ability to anticipate workload and effectively cultivate and leverage relationships with colleagues to meet deadlines.
• Collaborative entrepreneurial spirit, ability to multi-task and prioritize concurrent projects and day-to-day tasks within a high production and fast-paced environment.

BENEFITS OFFERED

• Medical, Dental and Vision
• Life and AD&D Insurance
• Disability Leave

• Paid Parental Leave 
• Paid Family Leave 
• Employee Assistance Program

• 401k Plan 
• Paid Time Off including: Personal Time, Sick Time & Paid Holidays

TO APPLY: Candidates must officially apply through our website with a cover letter and resume.

The responsibilities listed above are intended to describe the general nature and scope of work required in the role. The above is not intended to be an exhaustive list of all responsibilities and duties required. The incumbent may be asked to perform other duties as assigned. We believe the term “diversity” incorporates all the characteristics that make us both alike and unique: our backgrounds, cultures, nationalities, lifestyles, identities, gender, points of view, approaches to solving problems, ways of working, and views of personal and career success. It is the intent of United Way to follow both the letter and the spirit of local, state, and federal laws governing Equal Opportunity Employment as those laws exist today and as they may change in the future.