Institutional Events and Community Partnerships Lead

POSITION SUMMARY

The Institutional Events & Community Partnerships Lead will be responsible for planning, coordinating, and executing CLUES' institutional events portfolio as well as developing community partnerships that support organizational growth and mission impact.
This role manages events from concept through completion, ensuring they contribute to fundraising, community engagement, brand visibility, and program outreach. The Lead works closely with Marketing, Development, and Program teams to align events with organizational priorities and deliver high-quality, well-coordinated experiences.
In addition, this role represents CLUES externally, strengthening relationships, and expanding the organization's presence in the community. The Lead also serves as the point of contact for institutional and large-scale events (50+ attendees), supporting staff across the organization to ensure successful planning and execution.

Department: Administration - Marketing & Communications
Reports to: Senior Director of Marketing & Communications
Location: CLUES St. Paul
Position Type: Regular
Schedule: Full-Time, 40 hours/week. Generally, Monday - Friday, office hours with evenings and weekends as needed required.
Estimated Salary: $58,000.00 to $65,000.00 (depending on experience & qualifications).
Benefits: Full benefits package available in accordance with current CLUES policies-includes: medical, dental, vision, critical illness, accident, and life insurance (with AD&D); long term and short-term disability; pre-paid legal services and ID theft protection; retirement plan; educational assistance; paid holidays; and paid time off.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Event Planning & Execution

* Support the planning and execution of large institutional events- from concept through post-event evaluation- including fundraising, arts, programming, community outreach, and donor engagement initiatives.
* Serve as the lead for large CLUES institutional events- like Fiesta Latina, Gala Latina, Dia de los Muertos, Annual Toy Distribution, Al Nino Con Carino- and provide planning support for additional events (50+ attendees), across departments as assigned.
* Develop and execute comprehensive event plans, timelines, and run-of-show documents, and post-event follow-up activities to ensure high-quality and mission-aligned experiences.
* Coordinate all event logistics, including venues, vendors, permits, equipment, staffing, and volunteers, when assigned.
* Serve as the on-site event lead, ensuring smooth execution and resolving issues in real time.

Event Leadership & Cross-Functional Collaboration

* Act as the primary point of support for CLUES events with 50+ attendees, ensuring strong cross-functional coordination and accountability.
* Provide guidance, tools, and structure to support staff across departments involved in planning and executing large events.
* Establish timelines, assign responsibilities, and make day-to-day decisions related to event logistics, vendors, and execution within approved budgets and plans.
* Escalate high-risk, complex, or strategic decisions to the Senior Director of Communications and Marketing as appropriate.

Budget Management, Reporting & Operational Systems

* Develop, manage, and reconcile event budgets in alignment with organizational and funding goals.
* Monitor expenses, process invoices, and coordinate post-event financial reconciliation.
* Support grant and funder reporting requirements by tracking event outcomes, participation data, and deliverables, in collaboration with finance, development, and program teams.
* Maintain a centralized organization-wide calendar and implement standardized tools, templates, and processes to improve consistency and efficiency across CLUES events.

Fundraising Integration & Community Partnerships

* Collaborate with CLUES Development department to integrate donor cultivation, sponsorships and revenue-generating strategies into events.
* Support the growth of event-based revenue through sponsorships, ticket sales, and donor engagement opportunities.
* Develop and maintain relationships with corporate partners, community organizations, local businesses, sponsors and vendors to strengthen CLUES visibility, impact, and sustainability.
* Coordinate partner participation across events and initiatives and support partnership opportunities aligned with organizational goals.
* Represent CLUES at community events, meetings and presentations serving as a visible and professional ambassador of the organization.

Marketing Integration & Public Engagement

* With the Marketing team, ensure events are integrated into broader communications and outreach campaigns.
* Oversee event-related content across CLUES platforms, including website and internal channels (intranet), ensuring accuracy, consistency and timeliness.
* Coordinate the development of event marketing materials and promotional strategies, including email campaigns, social media, and print and digital assets.
* Identify tools and opportunities to enhance event promotion, audience engagement, and outreach.
* Coordinate photo and video capture at events and manage media assets for future use.
* Ensure aligned messaging across all communication channels to support event visibility and attendance.

Data, Impact Evaluation & Continuous Improvement

* Define and track event metrics, including attendance, engagement, revenue, referrals and conversions
* Support post-event evaluation and reporting to inform future planning and partnerships.
* Identify opportunities for improvement across events, partnerships, and engagement opportunities.

Operational Coordination, Compliance & Values

* Coordinate and direct the work of vendors, consultants, interns, volunteers, and staff supporting events ensuring clear communication and accountability.
* Promote the mission, values, and services of CLUES within the community.
* Maintain client confidentiality in accordance with HIPAA, agency policies and other applicable laws, regulations, and ethical standards.
* Attend CLUES events as required and carry out all other duties and projects as assigned in alignment with CLUES goals and mission.
* Actively participate in CLUES learning culture and commitment to diversity, equity, inclusion, and accessibility.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties or tasks may be assigned as required. Management may modify, change or add to the duties of this description at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SUPERVISORY RELATIONSHIPS

* This role does not directly supervise any employees.

QUALIFICATION REQUIREMENTS

Education, Experience & Key Abilities

* Bachelor's degree in marketing, communications, or related field preferred.
* 3-5+ years of relevant experience in event planning, community engagement, partnerships, or related work, preferably in nonprofit or community-based organizations, with demonstrated ability to plan and execute events from start to finish.
* Experience supporting fundraising events, sponsorships, and event-related marketing efforts, including promotional content, email campaigns, and social media.
* Proven ability to manage multiple projects and priorities simultaneously, meet deadlines, and coordinate effectively with internal teams and external partners.
* Strong organizational, project management, and problem-solving skills, with attention to detail and the ability to develop and manage systems, timelines, and processes.
* Experience supporting digital outreach and communications, with familiarity in tools such as Canva, Adobe Creative Suite, and email marketing platforms (e.g., Mailchimp, Constant Contact) preferred; basic experience with photo/video coordination a plus.
* Excellent verbal and written communication skills, including the ability to represent the organization professionally and deliver presentations.
* Cultural competency and experience working with Latino/a/x communities strongly preferred.
* Ability to work evenings and weekends as required by event schedules.
* Ability to represent CLUES with professionalism, integrity, and strong interpersonal skills in both internal and external settings.

Language Skills

* Effective communication in English and Spanish, verbal and written, required.
* Ability to read, analyze, and interpret written materials, maintain accurate documentation, and respond appropriately to questions and requests.
* Ability to effectively present ideas and information in an organized and effective manner, including writing reports.

Transportation

* Must have access to use a reliable motor vehicle for independent transportation, a valid driver's license, proof of automotive insurance, and maintain a good driving record. Must submit to and pass annual recertification of compliance with CLUES Automobile and Transportation Policy and driving record check.

Computer Skills

* Proficient working knowledge of email software, the Internet, databases, and common Windows-based programs, including Microsoft Office Word, Excel and PowerPoint required.
* Must be willing to attend training to advance technical skills and maintain appropriate skill levels to perform job duties.

WORKING CONDITIONS

Background check
* Must pass a criminal background check and driving record check. As a condition of continued employment, staff person may be required to submit to periodic re-verification of these background checks.

Physical Demands
* Generally presents standard office environment. Must be able to use telephone and computer on a regular basis. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit. The employee may be required to stand and walk for extended periods of time. Employee is regularly required to drive between multiple locations within metropolitan area.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ABOUT US

Comunidades Latinas Unidas En Servicio (CLUES) is a non-profit provider of behavioral health and human services. The organization was founded in 1981 with a vision for improving the quality of life of the Latino population in Minnesota. Our mission is to advance social and economic equity and wellbeing for Latinos by building upon our strengths and cultures, uplifting our community, and enabling leadership for systemic change. Although our services focus on the Latino family, our experience and capabilities enable us to serve individuals and families from all walks of life including new immigrants and low-income families who dream of a better future. Our programs and services encompass a holistic approach to addressing the complex and interrelated barriers our community faces, including programming that advances Community Wellness, Community Leadership, and Community Prosperity. Our approach is always to uphold and celebrate cultural richness and community assets as we connect individuals and families to resources, skills, institutions, and opportunities. Our Board of Directors is entirely volunteer and comprised primarily of experienced Latino professionals. We employ a diverse, multicultural staff to ensure our services are linguistically and culturally relevant, including approximately 140 employees and over 700 volunteers annually.