SPECIAL EVENTS & PROGRAMS COORDINATOR

SPECIAL EVENTS & PROGRAMS COORDINATOR 

The Special Events and Programs Coordinator reports to the Chief of External Strategy and Affairs, with a secondary reporting line to the Director of CAP Leadership Institute. This position will be accountable for coordinating the logistical and administrative needs of all special events for the Development and CAP Leadership Institute teams. 

The Special Events and Programs Coordinator, in collaboration with the External Affairs and CAP Leadership Institute teams, will be responsible for planning and coordinating all fundraising and CAP Leadership Institute programmatic events, including signature fundraising and programmatic events throughout the year. The Coordinator will be responsible for researching, coordinating, supporting and efficiently carrying out all associated tasks and duties for events of varying sizes and purposes, ensuring successful completion and outcomes of all events.

Responsibilities 

• Organize, implement, coordinate and provide comprehensive support for the presentation of fundraising events and education pipeline programmatic events, handling event logistics and details that include: 

• facilitating internal team planning to finalize event content and run of show 

• calendaring, scheduling, and preparing and handling communications with event panelists, presenters, honorees, sponsors, participants, and program hosts 

• coordinating and facilitating registration and check-in process and tools 

• researching and presenting event venue options, procuring venue proposals, ensuring completion of contracts, and coordinating space needs 

• coordinating with Communications team on event marketing, securing headshots, bios, ads, and other necessary assets, ensuring digital promotions, and facilitating journal development 

• collaborating with Development staff to ensure accurate and timely event data entry and delivery of sponsor benefits 

• handling day-of event coordination 

• communicating event logistics, plan and opportunities to internal team, honorees, presenters, sponsors, speakers and other stakeholders, scheduling and facilitating calls and meetings as needed 

• Establish and maintain relationships with vendors and venues 

• Coordinate, in collaboration with Communications team, outreach to marketing vendors 

• Handle minor graphic design changes and updates 

• Ensure that all expenses for fundraising events and educational programs stay within the allocated budget 

• Prepare reliable financial reports, submit timely payment requests, and expense reports, and collect and submit payments in a timely and efficient manner 

• Maintain a working knowledge of the complex needs of a wide variety of fundraising and programmatic events, including planning for and troubleshooting challenges that may impact the success of the event 

PREFFERED COMPETENCIES AND SKILLS: 

• Familiarity with subject areas related to LJP’s mission and goals and commitment to civil rights and the mission of the organization, strongly preferred.

• Ability to listen and communicate in an open, honest, and respectful manner with different audiences, promoting dialogue, and building consensus 

• Bilingual English/Spanish a plus 

• Non-profit experience a plus 

• Experience working in racial justice organizations a plus 

REQUIRED EDUCATION AND EXPERIENCE: 

• Proficiency with event, program and/or development tools, software, and CRMs, such as Zoom, Microsoft Teams, Outlook, DonorPerfect or similar programs, etc. 

• Basic graphic design capacity, including experience with Adobe and Canva or similar programs 

• Excellent written and verbal communication skills 

• A bachelor’s degree in a related field, or a minimum of 3 years’ experience managing special fundraising and programmatic events, including event budgets 

• Strong ability to multitask, collaborate and respond quickly, appropriately and with precision 

• Ability to perform duties with integrity, professionalism, and confidentiality

• Strong organizational, interpersonal and collaboration skills and initiative to meet organizational goals 

COMPENSATION AND BENEFITS 

This is a Union position and salary is determined by Collective Bargaining Agreement. The salary range for this position is based on years of experience, starting at $60,272 for 3 years of experience. 

LJP offers a comprehensive benefit package that includes health, dental, vision, life, long-term disability, and a voluntary 403(b) retirement plan, as well as generous paid time off benefits. 

PLEASE NOTE: LJP staff works in hybrid model with 60% flexible remote work.