Event Coordinator
18 days ago
Houston
Job DescriptionBenefits: • Opportunity for advancement, • Signing bonus CARE is a leading global humanitarian organization fighting global poverty and standing with women and girls around the world to defeat poverty and achieve social justice. The Event Coordinator will play a vital role in supporting CARE's mission by planning and executing high-impact events that engage and inspire our key stakeholders, including major donors, corporate partners, and advocacy leaders. Position Summary The Event Coordinator is responsible for the end-to-end planning, logistical execution, and post-event analysis of various CARE USA events. This includes donor stewardship dinners, high-profile speaker series, fundraising galas, national conferences, and advocacy events. This role requires a highly organized, detail-oriented, and dynamic professional who can manage complex logistics while ensuring the event experience powerfully reflects CARE's mission and commitment to fighting global poverty. Key Responsibilities 1. Event Planning and Execution (70%) • Logistics Management: Manage all event logistics, including venue selection, contract negotiation, vendor management (catering, A/V, dcor, security, etc.), travel arrangements, and accommodation bookings., • Budget Oversight: Develop, manage, and track event budgets, ensuring all activities are executed within fiscal guidelines and maximizing ROI., • Timeline and Task Management: Create and manage detailed event timelines, production schedules, and planning documents, coordinating tasks across internal departments (Development, Communications, Programs)., • Speaker & VIP Coordination: Coordinate travel, briefing materials, on-site support, and schedules for high-profile speakers, VIPs, and senior leadership (CEO, Board Members)., • Technical Production: Oversee all technical aspects of events, including hybrid/virtual event platforms, A/V requirements, lighting, and stage management. 2. Stakeholder Engagement and Communications (20%) • Guest Management: Manage the full guest experience, including invitation development (in collaboration with Communications), registration tracking, seating charts, and on-site check-in processes., • Branding & Materials: Ensure all event materials (signage, programs, presentations, takeaways) align with CARE's brand guidelines and effectively communicate the mission., • Vendor Relations: Cultivate and maintain strong, professional relationships with all external vendors and partners. 3. Post-Event and Administrative Duties (10%) • Reporting: Conduct thorough post-event evaluations, including financial reconciliation, vendor debriefs, guest feedback analysis, and measurable results against event objectives., • CRM Management: Ensure timely and accurate entry of all event-related data, contacts, and donor interaction details into the CRM system (e.g., Salesforce, Raiser's Edge) for stewardship follow-up., • SOP Development: Contribute to the development and refinement of standardized event planning processes and best practices for the organization. Qualifications • Experience: entry-level in professional event planning and coordination, ideally within a non-profit, foundation, or large corporate setting, • Detail Orientation: Exceptional attention to detail and a commitment to producing high-quality, flawless events., • Budget Management: Strong fiscal responsibility and experience negotiating contracts and managing five to six-figure budgets., • Interpersonal Communication: Excellent written and verbal communication skills, with the ability to professionally interact with senior leaders, major donors, and international partners., • Flexibility & Resilience: Proven ability to anticipate issues, problem-solve rapidly under pressure, and manage unexpected changes with a positive attitude., • Mission Alignment: A genuine commitment to CARE's humanitarian mission and core values.