Development Coordinator, Special Events

This position is supervised by: Assistant Director of Development, Special Events

This position supervises: None

Job Summary:

Founded in 1938, the SPCA of Texas is the most comprehensive and longest-serving animal welfare agency in North Texas. Our mission is to provide every animal exceptional care and a loving home. To accomplish this, we focus on five key pillars to achieve the vision of our strategic plan: 1. Prevent and Prosecute Cruelty; 2. Care for Rescued Animals; 3. Keep Animals in Home; 4. Invest in our People; 5. Strengthen our Operations.

To help bring our mission to life, the SPCA of Texas is seeking a Development Coordinator, Special Events (Coordinator). The Coordinator executes the logistics of the SPCA's special events program: four main fundraising events (Fur Ball, Strut Your Mutt, Home for the Holidays, and Paws Cause) and up to 10 smaller events each year.

The Coordinator is a critical member of the events team – supporting on registration, vendors, committees, auction items, guest lists, websites, donor records, and stewardship.

The Coordinator is organized, collaborative, demonstrates integrity in all donor communications and interactions, and represents the mission of the SPCA of Texas in a professional, enthusiastic manner.

Essential duties and responsibilities:

• Manage event registration, guest lists, invitation lists, and RSVPs
• Coordinate caterers, decorators, audio-visual, entertainment, and event staff when organizing set-up requirements and event specifications, including vendor relations, permit applications, and coordination of deliveries
• Coordinate with vendors, entertainment, and catering services before, during, and after events
• Manage mailings and communications with event participants and volunteers
• Manage distribution of prizes and benefits for event participants
• Manage logistics and materials for event committee meetings and cultivation events
• Handle committee logistics and take committee meeting minutes
• Manage day-of setup and on-site logistics
• Coordinate auction items, including photographs and descriptions
• Set up and maintain event websites and registration pages
• Answer donor questions about events
• Maintain participant and donor records in Raiser's Edge NXT
• Coordinate thank-you notes and other event stewardship
• Work with the marketing and communications team on production of event marketing materials
• Draft run-of-show documents
• Set and complete one to three quarterly "improve the machine" goals (document, automate, or retire a process; test a new strategy; build a dashboard)
• Support a culture of collaboration, learning, mutual support, and respect
• Other duties as assigned

Knowledge, skill, and abilities needed to perform the Essential functions of this position:

• Must demonstrate the Core Values of the SPCA of Texas on and off the job
• Experience: 2+ years of event, administrative, and/or development experience.
• Excellent attention to detail, problem solving, and time management skills; ability to organize, prioritize, and manage multiple tasks and perform well under pressure
• Ability to handle sensitive information with discretion
• Organization: Manages multiple projects and deadlines at once; strong attention to detail
• Communication: Strong verbal and written communication skills; comfortable answering donor and vendor questions
• Educational background: Bachelor's degree or equivalent experience
• Word, PowerPoint, and Excel skills are required
• Experience with Raiser's Edge NXT or a comparable donor CRM, or ability to learn it quickly

PHYSICAL DEMANDS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This position is regularly required to use hands to fingers, handle, and talk and hear. The incumbent is frequently required to stand, walk, sit, reach with hands and arms, and stoop, kneel or crouch. The position holder must be able to regularly lift and/or move up to 40 pounds.
• Specific vision abilities required for this position include close vision, distant vision, color vision, peripheral vision, depth perception, and ability to focus.
• While performing the duties of this job this position may be exposed to animal odors or airborne particles.
• The noise level in the work environment is usually moderate.

Working Conditions

• An individual performing this job may be required to work more than 8 hours in a day or 40 hours in a week, including nights, weekends and some holidays.
• Four days a week in the office is the baseline. Team meetings are in person.
• Flexible schedule required, including long hours near and during event dates, some evenings, weekends, and holidays.