Special Events Coordinator
Ibero American Action League, Rochester, NY, United States
Description Summary
Under the supervision of the Marketing Supervisor, the Special Events Coordinator supports the planning, coordination, and execution of Ibero’s signature fundraising events and provides event‑related support to major initiatives across Ibero’s Programs, Social Enterprises, Subsidiaries, and Affiliates. This position exists to manage the consistent logistical, sponsorship, and committee coordination demands associated with events, allowing senior development and marketing staff to remain focused on donor cultivation, strategy, and revenue growth.
Essential Functions
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Supports the planning, coordination, and execution of all agency‑designated signature fundraising events.
Serves as the primary logistical and coordination support for signature event committees, as designated by the Sr Development Manager and Marketing Supervisor.
Assists with committee communications, meeting scheduling, follow‑up items, and task tracking to ensure timely execution of event‑related responsibilities.
Coordinates event‑related sponsorship fulfillment tasks, including tracking sponsor benefits, deadlines, and deliverables, in collaboration with the Marketing Supervisor.
Supports major events hosted by other Programs, Social Enterprises, Subsidiaries, and Affiliates of Ibero, as assigned.
Assists with on‑site event logistics, including setup, breakdown, registration support, and vendor coordination as needed.
Works in partnership with the Marketing Supervisor to build and maintain an organized library of updated photos from Ibero’s Programs, Social Enterprises, Subsidiaries, and Affiliates for marketing and stewardship use.
Coordinates with the Administrative Assistant to ensure accurate and timely donor acknowledgement and recording following events, in accordance with timelines and standards set by the Sr Development Manager.
Ensures event‑related data, contacts, and documentation are accurately captured and shared with the Marketing and Development team.
Maintains clear communication with supervisors regarding event timelines, challenges, and support needs.
Represents Ibero professionally at events and community activities.
Performs other duties as assigned by the Marketing Supervisor in alignment with departmental goals.
Authority
The employee exercises considerable initiative in setting priorities within the framework of the agency’s policies and procedures. In case of emergency, the employee must make decisions to ensure coverage of the switchboard.
Requirements — Position Qualifications
Analytical Skills – Ability to use thinking and reasoning to solve a problem
Accuracy – Ability to perform work accurately and thoroughly
Customer Oriented – Ability to take care of customers’ needs while following company procedures
Detail Oriented – Ability to pay attention to the minute details of a project or task
Diversity Oriented – Ability to work effectively with people regardless of age, gender, race, ethnicity, religion, or job type
Ethical – Demonstrates professionalism conforming to a set of values and accepted standards
Outgoing – Comfortable interacting with the public and sponsors at events and assisting with customer retention
Friendly – Exhibits a cheerful demeanor toward others
Organized – Follows a systematic method of performing tasks
Reliability – Dependable and trustworthy
Communication, Oral – Communicates effectively with others using the spoken word
Communication, Written – Communicates in writing clearly and concisely
Skills and Abilities
High‑school equivalent with three (3) years’ experience or an equivalent combination of education and experience
Bilingual in English and Spanish, preferred
A combination of training and experience other than the specified may be accepted if judged to be adequate for the job
Physical Demands
The position requires occasional standing, squatting, lifting of up to approximately 10 lbs, and frequent sitting.
Equal Opportunity Statement
An Equal Opportunity/Affirmative Action/Pro Disabled & Veteran Employer.
Revised
Revised 5/2012;9/2014
#J-18808-Ljbffr
Under the supervision of the Marketing Supervisor, the Special Events Coordinator supports the planning, coordination, and execution of Ibero’s signature fundraising events and provides event‑related support to major initiatives across Ibero’s Programs, Social Enterprises, Subsidiaries, and Affiliates. This position exists to manage the consistent logistical, sponsorship, and committee coordination demands associated with events, allowing senior development and marketing staff to remain focused on donor cultivation, strategy, and revenue growth.
Essential Functions
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Supports the planning, coordination, and execution of all agency‑designated signature fundraising events.
Serves as the primary logistical and coordination support for signature event committees, as designated by the Sr Development Manager and Marketing Supervisor.
Assists with committee communications, meeting scheduling, follow‑up items, and task tracking to ensure timely execution of event‑related responsibilities.
Coordinates event‑related sponsorship fulfillment tasks, including tracking sponsor benefits, deadlines, and deliverables, in collaboration with the Marketing Supervisor.
Supports major events hosted by other Programs, Social Enterprises, Subsidiaries, and Affiliates of Ibero, as assigned.
Assists with on‑site event logistics, including setup, breakdown, registration support, and vendor coordination as needed.
Works in partnership with the Marketing Supervisor to build and maintain an organized library of updated photos from Ibero’s Programs, Social Enterprises, Subsidiaries, and Affiliates for marketing and stewardship use.
Coordinates with the Administrative Assistant to ensure accurate and timely donor acknowledgement and recording following events, in accordance with timelines and standards set by the Sr Development Manager.
Ensures event‑related data, contacts, and documentation are accurately captured and shared with the Marketing and Development team.
Maintains clear communication with supervisors regarding event timelines, challenges, and support needs.
Represents Ibero professionally at events and community activities.
Performs other duties as assigned by the Marketing Supervisor in alignment with departmental goals.
Authority
The employee exercises considerable initiative in setting priorities within the framework of the agency’s policies and procedures. In case of emergency, the employee must make decisions to ensure coverage of the switchboard.
Requirements — Position Qualifications
Analytical Skills – Ability to use thinking and reasoning to solve a problem
Accuracy – Ability to perform work accurately and thoroughly
Customer Oriented – Ability to take care of customers’ needs while following company procedures
Detail Oriented – Ability to pay attention to the minute details of a project or task
Diversity Oriented – Ability to work effectively with people regardless of age, gender, race, ethnicity, religion, or job type
Ethical – Demonstrates professionalism conforming to a set of values and accepted standards
Outgoing – Comfortable interacting with the public and sponsors at events and assisting with customer retention
Friendly – Exhibits a cheerful demeanor toward others
Organized – Follows a systematic method of performing tasks
Reliability – Dependable and trustworthy
Communication, Oral – Communicates effectively with others using the spoken word
Communication, Written – Communicates in writing clearly and concisely
Skills and Abilities
High‑school equivalent with three (3) years’ experience or an equivalent combination of education and experience
Bilingual in English and Spanish, preferred
A combination of training and experience other than the specified may be accepted if judged to be adequate for the job
Physical Demands
The position requires occasional standing, squatting, lifting of up to approximately 10 lbs, and frequent sitting.
Equal Opportunity Statement
An Equal Opportunity/Affirmative Action/Pro Disabled & Veteran Employer.
Revised
Revised 5/2012;9/2014
#J-18808-Ljbffr