Special Events Coordinator

Reports to: ReadyKids!Executive Director Position Type: Exempt full-time employee, 40 hours per week ABOUT READYKIDS! Founded in 2007, ReadyKids! is a Pensacola-based 501(c)(3) nonprofit organization with a mission to maximize children’s potential through increased school readiness. As a leader in the early literacy space for prekindergarten students in Escambia County, ReadyKids! focuses on 1:1 mentoring with young learners, family engagement, and educator support – all to prepare children for day one of kindergarten and beyond. POSITION SUMMARY: The Special Events Coordinator is responsible for expanding ReadyKids!’ event-based fundraising and community engagement efforts. This position will develop and implement a new signature fundraising event, lead smaller ReadyKids!-hosted fundraising events, and serve as the staff lead for select third-party events that benefit the organization. The role will also support additional development activities and serve as a ReadingPals Site Coordinator for one participating school. The successful candidate will be a highly organized, creative, and relationship-oriented professional who enjoys bringing people together, developing community partnerships, and turning ideas into successful events that generate revenue and advance the ReadyKids! mission. RESPONSIBILITIES: Special Events & Event-Based Revenue – 60% Lead the planning, development, and execution of a ReadyKids!’ signature fundraising event. Develop and implement an annual event strategy that supports organizational revenue goals and expands ReadyKids!’ reach within the community. Develop, plan, and execute smaller, niche ReadyKids!-hosted fundraising events that create new revenue opportunities and engage diverse audiences in the ReadyKids! mission. Coordinate event logistics for ReadyKids!-hosted events, including venues, vendors, supplies, registration, guest communications, timelines, day-of execution, etc. Establish and coordinate a meaningful annual donor appreciation event that strengthens relationships with current supporters and creates opportunities for deeper engagement. Identify, cultivate, solicit, secure, and steward event sponsors, donors, and community partners, ensuring timely communication, fulfillment of sponsorship benefits, and recognition. Coordinate event promotion and communications across social media, traditional media, email, community outreach, and other appropriate channels. Serve as the primary staff contact and coordinator for designated third-party fundraising events and identify opportunities to expand ReadyKids!’ participation in third-party events. Develop, maintain, track, and report event budgets, revenue, and expenses to ensure events are financially responsible and aligned with organizational goals. Evaluate each event following completion and make recommendations for future improvements. Development Administration & Support – 20% Retrieve mail from the P.O. Box weekly, ensure prompt donor processing, and make organizational deposits in accordance with ReadyKids! procedures. Prepare and mail timely, accurate, and personalized donor acknowledgement letters and other donor communications. Maintain accurate, organized, and up-to-date records of donors, sponsors, event revenue, correspondence, and other development activities in ReadyKids!’ donor database and files. Support the application and reporting processes of smaller grants and other funding proposals. Assist with donor and sponsor communications, recognition, and stewardship activities. Support donor-based outreach and giving initiatives such as Operation Gratitude, end-of-year giving, and our annual back-to-school fundraising campaign. Serve as a ReadingPals Site Coordinator at one assigned school site, requiring approximately 1-1.5 hours on site each weekday. At your assigned school you will: Develop and maintain effective working relationships with teachers and school staff while understanding and adhering to school and partner policies, protocols, and expectations. Coordinate the first visit with ReadingPals and complete the volunteer-student matching process. Provide ongoing guidance and support to volunteers, assess volunteer-student matches, and troubleshoot questions or concerns as needed. Maintain accurate and timely volunteer records in ReadingPals Drive; review volunteer spreadsheet, student roster, and other documentation weekly. Regularly review volunteer/student session hours and address absences or attendance concerns. Communicate regularly with teachers to assess classroom needs, address schedule changes, and make roster adjustments as necessary. Maintain cleanliness, sanitization, and organization of the ReadingPals room and supplies. Capture and upload photos during ReadingPals sessions and at community events. COMMITTEE LEADERSHIP, BOARD SUPPORT, & PROFESSIONAL DEVELOPMENT: Lead internal events committee with Board & community members. Submit a monthly staff report by 5pm the Monday before each Board meeting. Stay informed of best practices and emerging trends in fundraising, donor relations, grant writing, and event planning to support continuous growth and organizational excellence. Attend trainings and workshops to enhance job-specific knowledge and core competencies. Perform other duties as assigned. DESIRED EDUCATION AND EXPERIENCE: Four-year college degree from an accredited college or university in a relevant degree field. Proven track record of successfully planning and executing fundraising events, securing sponsorships, and meeting revenue targets. Minimum of two years’ successful work experience in fundraising, marketing, and/or sales. Nonprofit experience is preferred. REQUIRED SKILLS: Strong interpersonal, relationship-building, verbal, written, and presentation skills. Excellent organizational and project management skills, with the ability to manage multiple projects simultaneously and meet deadlines. Creativity, initiative, and the ability to identify and pursue opportunities that advance ReadyKids!’ mission and revenue goals. Ability to work independently and collaboratively, exercise sound judgment, and resolve problems effectively. Ability to cultivate and maintain relationships with sponsors, donors, volunteers, and community partners. Knowledge of fundraising software and donor databases and proficiency in Google Workspace. Familiarity with nonprofit financial management, including budgeting and reporting. Ability to analyze information, establish facts, and make sound decisions. Commitment to the mission and values of ReadyKids! and a passion for making a positive difference in the community. Ability to work a flexible schedule, including occasional evenings and weekends, and interest in continued professional development. REQUIREMENTS: Valid driver’s license with proof of insurance and access to independent transportation. Ability to be productive and responsible in a hybrid work environment. Ability to successfully pass a Level II background check with fingerprinting. Ability to exert at least 20 pounds of force to lift, carry, push, pull or otherwise move objects. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. ReadyKids! is an Equal Opportunity and smoke, tobacco, and nicotine free Employer. EMPLOYEE PERKS: ReadyKids! values the people who make our work possible and strives to offer meaningful flexibility to support our team. While we are currently unable to offer health insurance or other traditional employee benefits, we are proud to offer the following workplace perks: 25 days of paid time off annually (pro-rated in first year based on start date) 14 days of paid holiday closures, including one week off at Christmas Hybrid work environment OUR COMMITMENT: ReadyKids! is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind: ReadyKids! is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at ReadyKids! are based on business needs, job requirements, and individual qualifications, without regard to race, color, national or ethnic origin, age, religion or belief, disability, sex, sexual orientation, gender identity or expression, veteran status, military obligations, family or parental status, or any other status protected under applicable federal or state law. ReadyKids! will not tolerate discrimination or harassment based on any of these characteristics. ReadyKids! encourages applicants of all ages. #J-18808-Ljbffr