Event Coordinator

Mission Statement

The Childrens Network of Hillsborough is committed to working with the community to protect children and preserve families.

General Purpose of Job

The Event Coordinator is responsible for planning, organizing, and executing events, ensuring they run smoothly and meet organizational goals. This role involves managing logistics, coordinating with vendors, adhering to budgets, and delivering high-quality experiences for clients or attendees.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Essential Duties and Responsibilities

• Event Planning and Management
  • Develop event concepts, timelines, and detailed plans in alignment with organizational objectives.
  • Coordinate all event logistics, including venue selection, catering, equipment, transportation, and accommodations.
  • Create and manage event schedules to ensure seamless execution.
• Budget Management
  • Prepare and monitor event budgets, ensuring costs remain within limits.
  • Negotiate contracts with vendors and suppliers to secure favorable terms.
• Vendor and Stakeholder Coordination
  • Liaise with vendors, venues, and service providers to ensure timely delivery of services.
  • Communicate with clients, sponsors, and stakeholders to align expectations.
• Marketing and Promotion
  • Collaborate with marketing teams to promote events through social media, email campaigns, and advertisements.
  • Create event materials such as invitations, programs, and signage.
• On-Site Event Management
  • Oversee event setup, execution, and teardown.
  • Troubleshoot issues on-site and ensure attendee satisfaction.
  • Manage event staff and volunteers during the event.
• Post-Event Evaluation
  • Collect feedback from attendees, clients, and stakeholders.
  • Prepare reports analyzing event success and areas for improvement.

Working Hours

CNHCs work week is Monday through Friday, 40 hours per week. Your supervisor will advise you of your work hours; however, business office hours are 8:00 am to 5:00 pm. This position requires flexibility to work evenings and weekends as needed.

Travel

Travel in and outside of Circuit 13 may be required.

Training

All employees must complete fifteen (15) hours of on-line or classroom Training on an annual basis. If the employee is a Certified Child Welfare Professional, Training hours must total twenty (20) annually.

Supervisory Responsibilities

This position does not have supervisory responsibilities

Education and Experience

• Bachelors degree in Event Management, Hospitality, Marketing, or a related field preferred
• Two to three years in event coordination or a similar role preferred
• Experience or familiarity with the non-profit sector is preferred

Skills and Abilities

Possessing strong organizational and project management skills, coupled with excellent communication and interpersonal abilities, ensures effective collaboration and task execution. Proficiency in event management software and tools, such as OneCause, enhances efficiency and adaptability in handling various responsibilities. The ability to multitask and perform well under pressure is complemented by creativity and attention to detail, which are critical for delivering high-quality outcomes in dynamic environments.

Pre-employment Requirements

Certificates, License, Registrations, backgrounds, drug screens, Etc.

• Valid drivers license required, with proof of insurance
• Drivers license check is a requirement
• Criminal background screening (fingerprinting) (Local Law Enforcement and FBI/FDLE)
• Drug Screening is a requirement
• Childrens Network participates in E-Verify

Other Requirements

Language Skills

Strong verbal communication allows coordinators to articulate ideas clearly during presentations, meetings, and negotiations, while adapting tone and language to suit diverse audiences, including clients, vendors, and attendees. Written communication is equally critical for crafting professional emails, proposals, promotional materials, event agendas, and press releases with clarity and precision. Multilingual abilities, when applicable, provide a significant advantage in engaging with international clients or attendees and facilitating cross-cultural communication. Active listening skills ensure a thorough understanding of client needs, feedback, and concerns, enabling coordinators to capture details accurately and deliver on expectations. These language are needed by the event coordinator to build strong relationships, manage expectations effectively, and ensure seamless communication throughout the event planning process.

Mathematical Skills

Must be proficient in creating and maintaining detailed budgets, calculating expenses, and forecasting financial needs to ensure events remain within financial constraints. The ability to perform accurate calculations for pricing, vendor payments, and attendee fees is essential for avoiding discrepancies. Additionally, this coordinator will often need to interpret data, such as attendance numbers and revenue projections, to inform decisions and measure event success. Strong problem-solving skills, combined with a solid understanding of basic mathematical principles, enable event coordinators to optimize resources, allocate funds efficiently, and deliver financially successful events.

Reasoning Ability

Strong reasoning abilities are essential for an event coordinator to navigate the dynamic and often unpredictable nature of event planning. The coordinator must analyze complex situations, identify potential challenges, and develop effective solutions to ensure the success of events. Logical thinking is critical for making sound decisions under pressure, whether it involves adjusting schedules, resolving conflicts, or managing last-minute changes. Creative problem-solving enables coordinators to adapt to unique circumstances and devise innovative approaches to meet client needs. Additionally, the ability to anticipate risks, evaluate options, and prioritize tasks ensures smooth execution and minimizes disruptions. By combining strategic thinking with practical decision-making, event coordinators can effectively manage resources, maintain quality, and deliver memorable experiences.

Physical Demands

The physical demands of this position are generally moderate. The role may require extended periods of sitting, standing, and using a computer. Occasional setting up or breakdown of event items is required. Reasonable accommodation can be made to enable individuals with disabilities to perform the essential job functions.

Work Enviroment

This is an in-office-based position focused on administrative work, where the noise level may be moderate. This role may involve occasional travel among various locations for event coordination. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

ADA: Childrens Network of Hillsborough, LLC will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

EEO: Childrens Network of Hillsborough, LLC does not discriminate based on race, national origin, gender, religion, veteran status, or disability in employment, in provision of services, or in access to programs.

Childrens Network of Hillsborough, LLC is a Drug-Free Workplace.