Staff

 Event Coordinator Job Description

Sky High for Kids 

Sky High is a 501C3 Non-profit organization whose mission is to bring the community together to provide comfort, fund research and save lives of those diagnosed with pediatric cancer and other lift threatening conditions. Our vision is to end pediatric cancer. We live and honor our core values: Passion, Integrity, Faith, Family and being Mission Driven. 

SUMMARY 

The Event Coordinator must support the vision and mission of the organization. The EC is responsible for but not limited to implementing planning, and seamless execution, for multiple fundraising events and/or programs. 

This position will support the Director of Events in efforts to present polished, engaging, and successful events, both fundraising and non-fundraising, throughout the calendar year. The Event Coordinator is responsible for training through managing event budgets provided by the Event Director, monitoring revenue and expenses, and maximizing net proceeds for each designated event. The Event Coordinator is also responsible for the assistance in maintaining existing donor relationships pertinent to the regional event. 

This person will office at 9800 Richmond Ave. Suite 335, Houston, TX 77042. 

Office Hours: 8:30am-4:30pm Monday – Thursday and 8:30am – closed on Friday outside of event weekends. 

Dress Code: Business casual attire Monday – Thursday. Event weeks: (Appropriate fitness attire & tennis shoes are permitted & encouraged) 

Benefits | Perks Include: 

• Base salary + potential annual performance bonus based on company bonus structure. This bonus is determined by the direct manager and the CEO in December of each calendar year. Employees must work from January to December in the calendar year to be eligible for 100% of the potential annual performance bonus. Employees who start after January will have pro-rated bonus potential. 
• All employees regardless of tenure are eligible for spot bonuses based on performance at the discretion of the CEO. 
• Health insurance is fully paid by Sky High including dental, vision and long-term disability. 
• $60 cell monthly phone stipend. 
• Paid travel expenses; auto mileage .50 per mile / daily meal per diem of $50 for breakfast, lunch & dinner. 
• Mandatory 3–5-day annual offsite staff retreat. 
• Mandatory one quarterly team offsite workday or team activity; date & location at discretion of Office Manager. 
• 12 weeks paid maternity leave (subject to eligibility) 
• 80 hours of paid time off (PTO) *20 hours per quarter 
• Paid Time Off, (PTO) shall be utilized for vacation, doctors/dentist appointments, personal and family illness, or any other personal time off needed. Employees shall not be allowed to carry over any accumulated time for PTO or “Comp Days” from one calendar year to another. Employees will not be compensated for any unused PTO at the end of the calendar year. 
• “Comp Days” – (1) day off for every 7 days consecutively worked will be awarded to the employee. Comp days must be taken after the 7 days consecutively worked. 
• 3 weeks paid bonus vacation; must be taken week of July 4th, Christmas, and New Year’s (office is closed) 
• Holidays (Office is closed) 
– New Year’s Day (1/1) 
– Martin Luther King Day 
– Good Friday 
– Memorial Day 
– Independence Day 
– Labor Day 
– Thanksgiving (Thanksgiving Day and Friday) 
– Christmas Holiday (Christmas Eve and Christmas Day) 

Sky High for Kids is an equal opportunity employer and is committed to the belief that everyone is entitled to equal employment opportunity. 

• It is important that during the initial period of employment, Sky High will be able to assess your ability to perform your duties. The first 90 days of employment will represent an assessment period, during which you or we may terminate your employment for any reason without notice and without the payment of any further benefits. During this assessment period we will evaluate your work, including your interaction with colleagues and donors to determine whether you are suitable for the position. At the end of the assessment period, a performance review will be conducted by the Direct Manager & CEO of the organization. 
• Upon completion of the 90-day assessment period and mutual agreement to continue employment, you will be offered the fulltime position as stated in this document with the benefits that are detailed above. 
• Employment is not stated for a period and there are no contractual limitations on the termination of employment. The CEO can, at any time, terminate this position with or without cause or notice. If the employee elects to resign from the position, he or she may do so at any time but must provide a minimum of two weeks’ notice to the CEO of the organization. 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Manage planning, budgeting, expenses, regional committee members, registration, scheduling, implementation, design, logistics, execution, volunteers, and analyzation. 
• Coordinate event details such as guest registration, catering, rentals, seating, live & silent auction, software, in-kind donations, etc. for designated events. 
• Lead and manage regional committee meetings and coordinate materials for each meeting and training session that pertain to the designated events. 
• Demonstrate creativity, routinely offer new and exciting ideas and concepts that uphold high quality expectations, while remaining cost-effective. 
• Work with the Event Director to select chairpersons and oversee the related event solicitation planning process; develop, cultivate, manage, and provide leadership to volunteer event chairpersons tasked with representing Sky High. 
• Work alongside Event Director and committee chairs for regional event Guest of Honor selection process and manage GOH marketing activities pertaining to the event. 
• Work with the Event Director to manage the involvement of key Sky-High executives and Board members at fundraising events. 
• Responsible for supporting and maintaining existing donor relationships pertinent to the regional event. 
• Supervise the solicitation of in-kind contributions for special events. 
• Maintain good relationships with all donors and special events fundraising volunteers (internal and external). 
• Support the maintenance of long-term, strategic relationships with event vendors, media partners, sponsors, and retail partners. 
• Establish annual deadlines per event and /or programs. 
• Assist Event Director with managing the volunteer database for each designated event. 
• Travel to and participate in required Board, Committee planning meetings, record notes, compile and distribute to the board and committee members. 
• Respond to all direct requests for information and/or forward to appropriate staff member in a timely manner; within 24 hours during business hours and event weekends. 
• Work directly with sponsors to fulfill marketing and sponsorship agreements; maintain corporate sponsorships with assistance of BOD. 
• Work with Finance Director and/or office Admin to obtain and record payment from donors. 
• Understand and be able to operate auction software and CRM / Salsa. 
• Manage communication and event marketing, event plans between the marketing firm and CEO. 

• NOTE: This job description represents the essential functions of the position but is not all inclusive. Additional duties reasonably related to the position or other Sky High company functions may be assigned. 

• Event Coordinator position will include support management and execution of a minimum of 3 events annually. 

JOB REQUIREMENTS 

• Operating vehicle that is always available for use during business hours, after hours meetings & event & team retreat travel. 
• Valid Driver’s License 
• Valid vehicle insurance 
• You consent to the use and reproduction of photographs, films, videotapes, interviews, and information about you/your child taken by and for Sky High and/or its agents or persons authorized by them for use in news stories, publicity, promotion, public awareness, and fundraising. You also agree that such uses may include internet posting or other publication in other media by celebrities and corporate supporters. You will not receive a payment for any such use. 
• Candidates must be physically able to perform duties including frequent lifting to 25 pounds, bending, reaching above shoulder level, climbing stairs, pulling, typing, prolonged standing or sitting. 

QUALIFICATIONS 

• Associates or bachelor’s degree with 2 or more years of experience organizing and coordinating special events required; preferably but not limited to in a non-profit environment. Excellent written and verbal communication skills; prior experience in event publicity or managing press relations would be helpful. Must have prior experience interacting with volunteers, and major donors or high-level clients regularly. 
• Proficient in Microsoft office and experience in Adobe products (in-design) is preferred. 
• Time management and organizational skills. 

SPECIAL JOB CHARACTERISTICS 

• The Event Coordinator must be able to deliver the roles and responsibilities consistently in a fast-paced, demanding environment, where accuracy, attention to detail, and responsiveness are key to success of the organization. 
• The Event Coordinator must be exhibit flexibility and be able to work in an environment that may require irregular working hours to support after hours meetings and all designated Sky High’s events. 
• The Event Coordinator must respond timely to emails, and requests within a 24-hour period; if on vacation, an out of the office reply must be set and directed to the office Admin or direct manager. 
• The Event Coordinator must maintain open and honest communication, have a passion for servant leadership, exhibit personal humility, professional courage, and support the core values of Sky High. 
• Be able to learn through on-the-job training and retain information quickly. 
• Active on personal social media (Linked In, Instagram & Facebook) in relation to promoting and sharing Sky High marketing materials. 

CEO EXPECTATIONS: Guiding Principals 

• Do not assume; ask questions to ensure accuracy. 
• Pay attention to detail; proofread all work. 
• Be proactive; do the work needed to get ahead. 
• Solution driven; research and/or team collaboration must be performed to present a solution before closing the door on a subject. 
• Transparency; open and honest communication in the moment. 
• Assume positive intent. 
• Strong work ethic: do what it takes to get the job done morally and ethically. 
• Positive mindset and attitude. 
• Teamwork and team collaboration. 
• Desire to grow personally and professionally and as a company.