POSITION SUMMARY: Plan, organize, and implement internal, external, and virtual events at Elwyn, as well as support overall advancement activities. This position is a hybrid role with some remote work and some office and event location days.

DUTIES AND RESPONSIBILITIES:

• Assist with coordination and execution of event logistics, including, but not limited to, creating room diagrams, set-up and break-down of equipment and/or events, audio visual needs such as Power Point presentations, flyers, marketing materials, working with catering vendor to develop menus and coordinate onsite logistics and tasks, developing event communication, and shipping of pre and post event items
• Source and coordinate vendor relationships through activities including but not limited to identifying potential vendors, gathering vendor contract materials, and communicating needs and changes with vendors to ensure timelines, costs and agreements are met
• Maintain and update budget spreadsheets and event timelines to ensure all aspects of events and expenditures are tracked and recorded to ensure all aspects of events are planned and costs accounted for again event budget
• Review and submit event related invoices for payment to Accounts Payable to ensure timely processing and payment
• Following internal policies and procedures; coordinate and execute contractual agreements with tasks including but not limited to obtaining contract document, loading contracts into software, tracking the approval process and saving the documents to a shared location
• Track and report event attendance during and after the event to ensure appropriate invitees are checked in and for post event follow up
• Submit and coordinate event permits to local municipalities, as applicable, in accordance with location and event requirements to ensure that all aspects of events run compliantly
• Assist with event marketing and communication with tasks including but not limited to digital and print event collateral design
• Coordinate post-event activities such as program evaluations/surveys, close-out reports, final participant reports, recommendations for future events, and financial reconciliations to learn from each event and make future improvements
• Prepare draft post-event summary presentations at the direction of the Director or Special Events and or SVP of Development & Communications to debrief full life-cycle event activities to identify budget reconciliation, and to make recommendations for future enhancements in events, planning, stakeholder engagement, and execution of activities
• Perform other duties as assigned

IMMEDIATE SUPERVISOR: Director, Special Events

DIRECT REPORTS: None

CONTACTS: Elwyn staff, donors, vendors, potential donors, consumers, and parents

EDUCATION/EXPERIENCE/SKILLS REQUIREMENTS:

• High school diploma or GED; associate's or bachelor's degree in communications, business, or related fields preferred
• Two (2) years of experience in event planning or project management
• Non-profit human service experience highly preferred
• Demonstrated ability to work effectively as part of a team
• Ability to work in a fast-paced environment and manage and prioritize multiple, often competing, priorities
• Demonstrated strong attention to detail
• Demonstrated strong time management and organizational skills
• Demonstrated excellent judgment with the ability to independently solve problems and make decisions under and in direct coordination with supervisor
• Demonstrated ability to anticipate future needed changes or identify problem areas and take effective actions
• Must possess excellent customer interaction, collaboration, presentation, and written and verbal communication skills
• Demonstrated intermediate experience with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint
• Flexibility to be able to work weekends and evenings for events and activities
• Current, valid driver's license in state of residence, three (3) years driving experience, and acceptable driving record

Elwyn reserves the right to revise or change job duties and responsibilities as needed. This job description is not intended to be an all-inclusive statement of duties and responsibilities of the job nor does it constitute a written or implied contract.