Special Events Coordinator

Fred Hutchinson Cancer Research Center & Seattle Cancer Care Alliance
Job Location: 
Job Description: 

Job Summary
The Event Coordinator serves as part of the Benefactor Relations program within the Development department and reports to the Senior Manager, Events dedicated to fundraising events. The Benefactor Relations program is responsible for cultivation and stewardship activities for Fred Hutch prospects and supporters, including all cultivation and fundraising events. The Event Coordinator is responsible for tasks critical to the event team's successful execution of priority fundraising events.

The successful candidate will exhibit dependability and willingness to work as an integral member of the Development team and be capable of working well within all levels of the organization. The Event Coordinator is expected to take initiative, be a self-starter, and be able to work independently of others. Must maintain professionalism, show flexibility, be customer service oriented, handle multiple tasks and changing priorities, and remain composed under pressure of deadlines. The Event Coordinator must be able to effectively communicate the mission, values, and scope of the institution.

Responsibilities and essential job functions include but are not limited to the following:
- Coordinate all aspects and details of assigned events from conception to completion
- Manage and support volunteer guilds and committees engaged in assigned events
- Develop and/or manage annual event timelines, revenue projections, expense budgets and post-event wrap up for assigned events
- Assist Event Managers to perform tasks on event timelines as requested for a variety of fundraising events
- Primary responsibilities include but are not limited to: guest registration, tracking sponsorship revenue and benefits, procurement and auction fulfillment, money processing and seating assignments for events
- Auction item management includes but is not limited to: procurement administration, solicitation and itemization, writing catalog descriptions, and recordkeeping of donations for assigned events
- Recruit necessary event volunteers for assigned events; manage, train, support volunteers and field their event-related questions and needs
- Coordinate day of event logistics; this includes set up and registration, troubleshooting throughout the event, post event clean up, money processing and acknowledgement letters
- Assist with gift and auction fulfillment post event
- Document and maintain records for historical analysis and information purposes using Raiser's Edge, AuctionMaestro Pro, and other Development software applications
- Collaborate as part of the Fred Hutch Development team to meet annual fundraising goals for Benefactor Relations
- Manage guild dues and guild roster updates for all Fred Hutch guilds
- Maintain confidentiality of all sensitive materials and information in printed, electronic or verbal form
- Additional special projects and administrative tasks as assigned.

Summary of Experience
- Bachelor's degree required
- Three to five years of progressive experience as a fundraising event coordinator in non-profit development or a related field; auction experience required
- Advanced proficiency in Microsoft Office Suite required
- Knowledge of InDesign and Adobe Creative Suite preferred
- Experience with The Raiser's Edge, Convio, Auction Maestro Pro, or related fundraising software preferred

Required Knowledge, Skills and Abilities

- Ability to communicate clearly and concisely, both orally and in writing
- Highly developed organization and information management skills required
- Strong attention to high level of detail and quality of work
- Proven experience working with volunteers and volunteer committees
- Ability to deliver excellent customer service
- Ability to prioritize multiple projects and demands
- Ability to handle confidential and sensitive information
- Ability to build relationships and work in a team environment
- Must be able to lift, manage, and carry job-related materials
- Commitment and ability to work on evenings, weekends, and holidays

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