Event Specialist Jobs

General Summary

The Event Specialist is responsible for the logistics, sponsorships, ticket sales, and auction items for Edward Foundation events. This includes, but is not limited to, sponsorships, ticket sales, guest lists, venue selection, ad books, and auction and raffle items. Provides support to the Board of Directors, event co-chairs and committees as needed. Edward Foundation special events include: the Big Gig, The Edward Foundation Charity Golf Outing; Hoops for Healing and many other cultivation and fundraising events.

Corporate Philosophy

It is the obligation of each employee of Edward - Elmhurst Health to abide by and promote the mission and values of the system to ensure that excellent services are delivered with compassion.

PRINCIPAL DUTIES AND RESPONSIBILITIES: (The following duties and responsibilities are all essential job functions, as defined by the ADA, except those that begin with the word "May.")

• Makes regular, personal follow-up calls to prospective sponsors and board members.
• Partners with marketing to create, seeks approvals, write, produce and send invitations and “save the date” for all events.
• Negotiates and processes event venue and services contracts. Creates and tracks event costs and budgets.
• Manages and tracks sponsorships, ticket sales and all other income generating activities.
• Secures sponsorships and ticket sales .
• Creates and executes follow-up strategy after each event. Sends thank you notes to sponsors and attendees as appropriate.
• Coordinates preparation of mini-events throughout the year including donor cultivation events, Hoops for Healing, ribbon cuttings, service-line tours, and others as needed.
• Works with Volunteer Services to secure volunteers as needed.
• Manages gift entry and tracking (both financial and in-kind) into event software(s) Auction Pay, Greater Giving, and Golf Invite.
• Other Responsibilities
• Plans event logistics, including but not limited to, securing caterers, finalizing décor and menus, ordering rental equipment and furniture, preparing seating assignments, organizing ancillary materials.
• Works with management to create attendee briefings and post-event messages. Sends auction item solicitations for both live and silent auction items. Secures, collects and assembles auction items. Writes auction descriptions for both live and silent auction items.
• Coordinates donor appreciation events to thank donors; providing special awards/recognition.
• Event Planning and Coordination
• Establishes plan for individual ticket sales. Creates guest list including all donors from the year, volunteers, key prospects, past attendees, etc. Encourages board involvement in solicitation of table and tree sponsorships, auction items and ticket sales.
• Follows up to secure donation checks in a timely manner.
• Handles all billing and cost-analysis activities.
• Attends events, acting as first-line “troubleshooter”, greets attendees, answers questions and actively participates. Works with on-site contact, staff and volunteers.

Knowledge, Skills And Abilities Required

• Extreme attention to detail
• Familiarity with Golf Invite, Auction Pay and Greater Giving software
• Advanced familiarity with Raiser’s Edge fundraising software
• Required Education and/or Experience:
• Success working with high level volunteers Preferred Education and/or Experience:
• Ability to work outside regular business hours – including some evenings and weekends as needed
• Excellent communication skills – oral and written
• Minimum one year experience in special events of fundraising related field
• Proficient in Microsoft Office suite products