Events Associate/Coordinator

Published: 6/14/2022

Job Description

Position Summary:
Big Brothers Big Sisters of Central Texas is looking for an enthusiastic, detail-oriented Events Associate or Coordinator to support the full calendar of development events that advance our mission of creating and supporting life-changing mentorship relationships. This role is the operational backbone of our events program -- handling the logistics, coordination, and follow-through that make every donor experience feel seamless and memorable.

This is an ideal opportunity for someone who loves the energy of event execution, thrives on keeping multiple projects moving at once, and wants to grow their career in nonprofit fundraising. You will work closely with the VP of Development and the broader development team to support BBBS CTX's signature fundraising events, stewardship gatherings, community engagement activities, and corporate partner events.

Essential Functions, Responsibilities, and Activities
Event Logistics & Coordination
• Support planning and execution of all development events, including the Ignite Ball annual gala, donor stewardship events, cultivation dinners, and corporate engagement activities

• Coordinate with venues, vendors, caterers, AV teams, and other external partners to ensure smooth event logistics and contract fulfillment

• Manage event timelines, production schedules, and day-of run of show documents

• Oversee event registration platforms (e.g., OneCause, Eventbrite) -- setting up events, tracking RSVPs, managing guest lists, and generating reports

• Coordinate printing and production of event materials including invitations, programs, signage, name badges, and table assignments

• Manage event supply inventory and coordinate delivery and setup logistics

• Staff all events, including evenings and weekends as required, and serve as a key point of contact for guests, vendors, and volunteers on-site

Sponsorship & Donor Support

• Assist the VP of Development and development team with sponsor fulfillment -- tracking recognition deliverables, coordinating logo placement, and ensuring commitments are met

• Support preparation of sponsorship proposals, benefit packets, and correspondence under the direction of the VP or Corporate Partnerships Manager

• Coordinate thank-you communications and stewardship touchpoints for event donors and sponsors

• Process event-related gifts and pledges in Raiser's Edge and ensure acknowledgment letters are sent within established timelines

Volunteer Coordination
• Recruit, schedule, and manage event volunteers -- providing clear instructions, day-of orientation, and post-event follow-up
• Partner with program staff to engage volunteer Bigs, Littles, alumni, and families in appropriate event roles
• Maintain volunteer records and communicate appreciation and impact back to volunteers after events

Communications & Promotions

• Support creation of event promotional content for email, social media, and print in partnership with communications staff or contractors

• Assist in drafting event-related donor communications including save-the-dates, invitations, event-day emails, and post-event recaps

• Maintain event pages on the BBBS CTX website and event platforms with accurate, current information

Data & Reporting

• Maintain accurate and complete event-related records in Raiser's Edge, including attendance, giving, and follow-up notes

• Generate post-event reports tracking attendance, revenue, and expenses against budget

• Support data entry for event-related gifts, pledges, and new donor records

• Assist with preparation of materials for leadership reporting and board updates related to events

Education & Experience

• Bachelor's degree in nonprofit management, communications, marketing, business, or a related field preferred; relevant experience will be considered in lieu of degree

• 1 to 3 years of experience in event coordination, nonprofit fundraising, hospitality, or a related field

• Experience with donor databases or event software (Raiser's Edge, OneCause, Eventbrite, or similar) a plus

Skills & Attributes

• Exceptional organizational skills and attention to detail -- you catch what others miss and don't let things fall through the cracks

• Strong written and verbal communication skills with a warm, professional, donor-centered approach

• Ability to manage multiple projects and competing priorities in a fast-paced environment

• Self-starter who takes initiative and follows through without needing to be reminded

• Comfortable working directly with donors, corporate partners, volunteers, and community members of diverse backgrounds

• Positive, team-oriented attitude and a genuine passion for the mission of Big Brothers Big Sisters

• Proficiency in Microsoft Office Suite; familiarity with project management or event tools a plus

Work Environment & Schedule
• Full-time, hybrid position based in Austin, Texas -- 2 days per week in office required
• Salaried exempt; schedule flexibility required for evening and weekend events throughout the year
• Ignite Ball and other major fundraising events are key commitments for this role -- all development staff are expected to participate
• Some local travel may be required for vendor meetings, site visits, and community events

Key Performance Indicators

• Event logistics executed on time and within budget

• Registration accuracy and guest satisfaction at events

• Gift processing and acknowledgment turnaround within 48 hours of event

• Volunteer recruitment goals met for all major events

• Sponsor fulfillment deliverables completed on schedule

• Post-event data entry and Raiser's Edge records complete and accurate within 5 business days

Aside from supporting a great mission, you will enjoy great benefits including retirement (matched); medical, dental and life insurance; HSA option; flexible spending account; awesome time-off and casual dress.

Please submit cover letter, salary requirements and resume and indicate "Events Associate/Coordinator – Austin, TX" in the subject line.

For more information on Big Brothers Big Sisters, visit our website at www.bbbstx.org.

Equal Opportunity Employer - M/F/V/D

No Phone Calls Please.

\nCompany Description

Big Brothers Big Sisters Lone Star is one of the nation's leading youth mentoring organizations, serving thousands of children and families across Texas. We create and support one-to-one mentoring relationships that ignite the power and promise of young people.