Special Events & Community Engagement Coordinator

Position: Special Events & Marketing Coordinator

Location: Rockwall, Greenville, Commerce, and Lone Oak, TX

Reports To: Chief Executive Officer

Responsible For: Special Event Fundraisers & Community Engagement in Hunt & Rockwall Counties

Job Type: Full Time-Exempt

Typical Work Hours: Although this position adheres to conventional work hours, occasional evenings and weekends may be necessary. Flexibility in work hours is offered to accommodate these weekend and evening commitments.

Benefits: Excellent PTO Policy, Paid Birthday, Monthly Cell Phone and Travel Stipend, Flexible Working Location, Medical, Dental and Vision Benefits, Professional Development, 401K Match

Organizational Overview

The Boys & Girls Clubs of Northeast Texas exists to make a positive economic impact, change lives, and inspire generations. For over 35 years, The Boys & Girls Clubs of Northeast Texas has been in the forefront of youth development in the communities we serve. The Club belongs to a nation-wide movement with over 100 years of experience in providing a Club experience that changes the lives of youth. The Club provides programs for youth in the 5 core program areas of: The Arts, Sports and Recreation, Character and Leadership, Education, & Health and Wellness at a safe place during out-of-school time.

Organizational Values

• We are UP FOR THE CHALLENGE.

We set goals that are big, bold, and aggressive, because that’s what our kids need, and we see challenges as opportunities. We have confidence in our abilities and in our teammates to step up when a new challenge presents itself. We take the time to strategize and get creative with solutions, even if it disrupts the status quo. We face that challenge with new ideas, with passion, and with drive. We are not afraid to go outside of our job description or comfort zone in order to rise to the occasion.

• We OWN IT.

We take ownership for ourselves, our Club and/or program space, and our work. We take an entrepreneurial approach to our work. We are driven to succeed and bring a sense of urgency to our work every day. When we miss a target, we don’t make excuses, we own our failures and reflect on what we can do moving forward to be better leaders. When we succeed, we take time to recognize our successes and the successes of our teammates.

• We do WHATEVER IT TAKES.

We approach each day and interaction with enthusiasm and a sense of purpose. We take initiative in everything we do, offer creative and innovative solutions, and ask for help when we face challenges. We, as an organization, give people the freedom to succeed, and the space to fail, and learn and grow from our mistakes. We are dedicated to delivering the highest quality in everything we do, from parents, youth and community relations to our programs and the Club experience.

• We HAVE FUN.

We know that fun is a key element of youth development, and we apply that same concept to our staff, our volunteers, our board, and our partners. We have fun with each other. We approach situations with a healthy sense of humor. We are serious about our work, but don’t take ourselves too seriously. We can laugh at our mistakes and grow from them.

• We INVEST IN PEOPLE.

Our people are core to everything we do as a Club. All kids in our community are “our people.” Our parents are “our people.” Our team members are “our people.” Our volunteers are “our people.” Our donors and partners are “our people.” Without our people, we cannot realize our mission. We deliver a great experience to everyone we interact with.

Job Position Summary:

Responsible for coordinating and managing special events and community engagement efforts, including event planning, fundraising, media outreach, and brand visibility initiatives. This role involves working closely with volunteer committees, Club staff, and leadership to execute high-impact events, manage vendor and sponsor relationships, execute a community engagement plan in Hunt & Rockwall counties, and develop creative strategies to drive donations and sponsorships.

KEY ROLES (Essential Job Responsibilities):

Strategic Planning

• Contribute to the planning and implementation of special events, working with volunteer committees, Club staff and advisory council members to coordinate activities and facilitate communications. The current (subject to change) list of special events operated by BGCNETX are:
• Rockwall County Gala, Hunt County Gala, Rockwall County Golf Tournament, Hunt County Golf Tournament, Rubber Duck Regatta and Jeep Festival, End of Year Celebration
• Negotiate with vendors and sponsors to obtain space, refreshments/catering, audio- visual needs, event journals and all related materials and resources that ensure event success.

Resource Development

• Contribute to attaining financial support for the organization.
• Plan creative events that facilitate solicitation of donations from target audiences.
• Identify and recruit corporate sponsors to underwrite event expenses or to donate gifts, cash or in-kind services to minimize expenses.

Resource Management

• Manage administrative and operational systems to:
• Track expenses involved in implementing all special events.
• Record all direct and indirect revenues realized by events.
• Recognize contributions with acknowledgement letters.

Program and Service Management

• Ensure effective program implementation and administration, making sure all events and related logistics and support activities are carried out as scheduled.
• Update project plan in real time using our project management system (currently Monday.com).
• Update event software and CRM in real time (currently BidPal and Salesforce).
• Evaluate success of special events, as determined by appropriate measures such as attendance, revenues generated, public relations activity, conversion of event donors to annual fund/greatest need donors, board and volunteer recruitment, enrollment in Club programs, etc.

Community Engagement

• Execute a community engagement plan by actively participating in designated engagement opportunities and events. This endeavor aims to advance the Club's mission and drive sponsorships and sales for our Special Events.
• Increase visibility of Club programs, services and activities by informing all media contacts and target audiences of scheduled special events. Prepare and distribute press releases, community bulletins and newsletter articles regarding events and outcomes.

ADDITIONAL RESPONSIBILITIES:

• Perform special assignments and assist with special projects as directed.
• Prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Learn technology applications related to the job (e.g. Monday.com, Bidpal, Salesforce)
• Be an active and visible partner in events and activities.

Education, Experience and Skills Required:

• High school diploma or GED.
• Minimum of 2 years work experience within nonprofit organizations preferred.
• Clearance of a mandated background check.
• Valid Texas State Driver License and clean driving record.
• A passion for advancing the mission of the organization within the community.
• Proven experience in designing, coordinating, and executing special events.
• Ability to achieve event fundraising objectives and deliver exceptional customer/donor experiences.
• A willingness to be an active and visible partner in events and activities.
• Proficient in technology applications such as Google Drive, Monday.com, Bidpal, Mailchimp, & Canva
• Proficiency in project plan execution and the provision of timely progress updates.
• Proficiency in managing and maintaining social media platforms, including Facebook, Instagram, LinkedIn, TikTok, and YouTube.
• A creative eye for crafting engaging content in various formats (posts, images, videos, stories) to boost brand awareness, engagement, and follower growth.
• Exceptional communication skills for promptly responding to comments, messages, and inquiries.
• An aptitude for monitoring and analyzing social media metrics to optimize content performance.
• Competence in capturing high-quality photographs and videos.
• Proficiency in editing and retouching photos and videos when required.
• Proficiency in creating visually appealing graphics, infographics, and other marketing collateral using Canva.
• Familiarity with maintaining a filing system for photography and videography assets.
• Ability to prioritize conflicting needs and managing projects expeditiously, often under deadline pressures.

Physical Requirements:

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls ; use fingers and hands to type or write; reach with hands and arms; talk or hear; taste or smell. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Occasionally required to lift, transport items that may weigh 25 lbs. or less. Additionally the operation of a motor vehicle is required for this job.

Work Environment

Our work environment embraces flexible working hours, allowing for occasional remote work, such as working from home on some days. This flexibility extends to accommodating special events and community activities scheduled during evenings and weekends.

Organization Information

Boys & Girls Club of America, visit www.bgca.org. Boys & Girls Clubs of Northeast Texas, visit www.begreatnext.org

Job Type: Full-time

Pay: From $40,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Schedule:

• Evenings as needed
• Monday to Friday
• Weekends as needed

Application Question(s):

• Are you able to commute within Hunt and Rockwall counties?

Experience:

• Events management: 1 year (Preferred)

Work Location: In person