Event and Sponsorship Coordinator

Job Description

Job Description:\n\nSummary: The Event and Sponsorship Coordinator emphasizes the link between events, sponsorship and fundraising. This title clearly states that the person is core to events execution and coordination, but the core focus is driving and fulfilling sponsorship revenue and corporate relationships. This coordinator will be the primary coordinator of Pedal Imua, working in conjunction with the Paddle Imua Coordinator and any events the participate with Adventure Sports in the Imua Ecosystem. The coordinator along with the other event coordinators work in sponsorship sales and relationships and manages a portfolio of individual, business and community contacts and relationships in the company CRM software system. Essential Duties and Responsibilities: Roles and Responsibilities of the Lead Pedal Imua Coordinator The Lead Pedal Imua Coordinator plays a crucial role in the planning, execution, and evaluation of the Pedal Imua event, ensuring its success as a major fundraiser for Dream Imua Below are the key roles and responsibilities associated with this position: 1. Event Planning and CoordinationDevelop and implement a comprehensive event plan for Pedal Imua, including timelines, budgets, and resource allocation.Coordinate logistics for the event, including venue selection, permits, equipment rentals, and transportation arrangements.Collaborate with internal teams and external partners to ensure all aspects of the event are well-organized and executed. 2. Project ManagementUtilize Asana for project management to track tasks, deadlines, and progress related to the Pedal Imua event.Create and maintain project timelines, ensuring that all team members are aware of their responsibilities and deadlines.Monitor project milestones and adjust plans as necessary to stay on track and meet event goals. 3. Volunteer ManagementWork with the Volunteer Coordinator to recruit, train, and manage volunteers for the event, ensuring they understand their roles and responsibilities.Foster a positive and collaborative environment among volunteers, providing support and guidance throughout the planning and execution phases. 4. Sponsorship and FundraisingIdentify and cultivate relationships with potential sponsors and partners to secure funding and in-kind donations for the event.Develop sponsorship packages and proposals that clearly outline the benefits of supporting Pedal Imua and Dream Imua.Track sponsorship commitments and ensure that sponsors receive appropriate recognition during the event. 5. Marketing and PromotionCollaborate with the marketing team to create promotional materials and campaigns to raise awareness of Pedal ImuaWork with the Coms Director on the messaging for social media, email marketing, and community outreach to engage participants and encourage attendance.Monitor and analyze marketing efforts to assess effectiveness and help make adjustments as needed. 6. Participant EngagementDevelop strategies to engage participants before, during, and after the event, fostering a sense of community and excitement.Coordinate activities and entertainment for participants during the event to enhance their experience.Build Registration Pages and event communications for Pedal Imua 7. Post-Event EvaluationConduct a thorough evaluation of the event after its conclusion, gathering feedback from participants, volunteers, and sponsors.Analyze financial outcomes and participant engagement metrics to assess the success of the event and identify areas for improvement.Prepare a comprehensive report summarizing the event's outcomes, lessons learned, and recommendations for future events. 8. Collaboration with Dream ImuaWork closely with the Dream Imua team to ensure that the funds raised through Pedal Imua directly support the dream programs and initiatives.Communicate regularly with the Dream leadership to align goals and expectations for the event. The Lead Pedal Imua Coordinator is essential to the success of the event, bringing together various elements of planning, coordination, and community engagement. By effectively utilizing project management tools like Asana and fostering collaboration among team members and volunteers, the coordinator ensures that Pedal Imua not only meets its fundraising goals but also creates a memorable experience for all involved Roles and Responsibilities of Sponsorship Coordination and Donor Management The coordinator responsible for soliciting and selling sponsorship opportunities for Imua Family Services, as well as managing a portfolio of donors in the agency's CRM software, plays a vital role in ensuring the success of fundraising events and building strong relationships with sponsors and donors. Below are the key roles and responsibilities associated with this position: 1. Sponsorship DevelopmentIdentify Potential Sponsors: Research and identify potential corporate and community sponsors that align with the mission and values of Imua Family Services.Create Sponsorship Activation Opportunities: Develop compelling sponsorship packages that outline the benefits of supporting events, including visibility, community engagement, and alignment with Imua’s mission.Solicit Sponsorships: Actively reach out to potential sponsors through personalized communications, presentations, and meetings to secure financial and in-kind support for events. 2. Donor ManagementManage Donor Portfolio: Utilize the agency’s CRM software to maintain an organized portfolio of donors, tracking interactions, contributions, and engagement history.Cultivate Relationships: Build and nurture relationships with current and prospective donors, ensuring they feel valued and informed about the impact of their contributions.Personalized Communication: Develop tailored communication strategies for each donor, including thank-you notes, impact reports, and invitations to events. 3. Event Planning and Coordination with the Leadership TeamCoordinate Event Logistics: Plan and execute fundraising events, ensuring all logistical details are managed effectively, including venue selection, catering, and audiovisual needs.Collaborate with Internal Teams: Work closely with other departments, such as finance, Coms and Ops, to ensure cohesive messaging and alignment of event goals with organizational objectives 4. Continuous ImprovementStay Informed: Keep up-to-date with trends in fundraising, sponsorship, and donor engagement to continuously enhance strategies and practices. The Event Coordinator plays a crucial role in driving the success of Imua Family Services' fundraising efforts by effectively soliciting sponsorships and managing donor relationships. Through strategic planning, relationship-building, and a focus on community engagement, this position helps ensure that the agency can continue to provide vital services to children and families in need. Supervisory Responsibilities: Directly supports and supervises seasonal staff and volunteers for Pedal Imua. Carries out supervisory responsibilities in accordance with the agency's policies and procedures and applicable laws. Teamwork across the Imua Ecosystem: The Event and Sponsorship Coordinator will work along side the Imua Leadership Team, Events Team and Development Team as each coordinator supports events and programs across the ecosystem. These events and programs could include but are not limited to:Imua’s Signature Annual Gala FundraiserImua’s Adventure Sports Events such as Paddle Imua, Pedal Imua, Beach Fest (at PYCC) etcImua’s Festivals of the World, including Halloween and Holiday Festivals, Be Reel Child and Youth Film Festival etc.Partnership Events such as Hawaii Food & Wine Festival, Roy’s Golf Classic Employee Standards: 1. Customary Compliance A. Adheres to agency rules, policies, procedures and objectives. B. Assists in care and maintenance of agency equipment and supplies. C. Provides proper notification when late or absent. 2. Fiscal Responsibility A. Adheres to administrative procedures for the agency. B. Manages equipment, materials, supplies and time within budget. 3. Quality Improvement A. Uses the values, philosophy, tools and techniques of quality improvement to support the organization’s quality in all daily work. B. Actively participates in quality improvement education. C. Actively participates in committees, teams, and task forces as requested. D. Develops action plans for performance improvement and understands what is necessary in order to meet agency’s need and expectations. 4. MissionExhibits a commitment to the organization’s mission.Demonstrates the ability to interact in a positive and helpful manner with participants, visitors, volunteers and staff.Respects the dignity of all by maintaining their privacy, confidentiality and appropriate boundaries.Reflects commitment to building a supportive work environment and maintains a positive attitude in the workplace and toward the job.Projects a good image in dealing with the public and is willing to make an extra effort to help build a quality and caring social services organization.Demonstrates the ability and sensitivity to work with diverse cultures within the community. 5. Effective CommunicationDemonstrates effective communication skills by conveying necessary information accurately and concisely, listening effectively, and asking pertinent questions.Communicates effectively both verbally and in writing with other programs and staff as well as have the ability to read and understand written material and write effectively to meet the job requirements. 6. Staff RelationsEstablishes and maintains cooperative relationships with participants, staff, and others using a humanistic attitude (anticipates needs, is respectful, caring and courteous).Interacts with fellow workers in a way that promotes a harmonious and cooperative working environment. Qualifications: To perform the job successfully, an individual should demonstrate the following competencies: Other qualifications listed below are needed to adequately fulfill essential job duties. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.Able to provide background checks free from criminal arrest, child protection cases (including pending arrests) and sexual offenses. Current and valid driver’s license and Auto InsuranceCurrent TB clearance Education and/or Experience High school diploma or equivalent required. (Associates or Bachelor’s Degree in Recreation Therapy, Human Services or Counseling or equivalent preferred.) Language SkillsAbility to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to clients, community agency personnel and other employees of the organization. Reasoning AbilityAbility to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. Computer Skills 1. Knowledge and understanding of Microsoft Office 365 software, specifically the ability to work with Word and Excel Additional qualifications listed below are needed to adequately fulfill essential job duties:Outstanding interpersonal skills and high attention to detailAbility to juggle multiple tasks simultaneouslyDesire to work for / with fast paced individualAble to prioritize workload, meet deadlines and multi-task.Clear Criminal BackgroundClear Child Protective BackgroundCurrent and valid driver’s license and Auto Insurance.Current TB clearanceClear Drivers AbstractFirst Aid & CPR certification Physical Demands: The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of their job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. General:In performing the duties of this Job, the employee is regularly required to sit while working on the computer or answering phones. Employees may occasionally be required to reach, stoop, bend, kneel, and crouch. The employee should have manual dexterity to be able to file, type, and accomplish general office tasks specific to job duties of this position. The employee is occasionally required to stand, walk and sit on floor to serve infants, toddlers, and young children. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. TravelAvailable to travel on occasion for meetings, seminars, trainings to locations on Maui and other Hawaiian islands. Work EnvironmentWorks in a business office with computers, printers, and copiers operating and with co-workers utilizing telephone equipment. Works in a home environment and or in a day care or classroom setting with children around educational material, equipment, toys, and an outdoor playground. The above information on this description has been designated to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position. EEO STATEMENT: As an EEO employer, Imua Family Services will not discriminate in our employment practices based on an applicant’s race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, serious medical condition or status as a protected veteran or spousal affiliation. Imua Family Services hires only U.S. citizens and individuals lawfully authorized to work in the U.S.