Events Specialist
Job Details
HQ - Seattle WA or Tigard OR - ,
4 Year Degree
Description

The Events Specialist contributes to the calling of Medical Teams International by planning, organizing, and administrating all aspects of donor events in the assigned market. The role partners cross-functionally with the Advancement and Corporate and Foundations teams on audience development; the Marketing team on communications and collateral; Human Resources on volunteers; IT, Finance, and the Executive team on other event elements.

 

Medical Teams International Calling: 

Daring to love like Jesus, we boldly break barriers to health and restore wholeness in a hurting world.

 

JOB RESPONSIBILITIES                                                                                                                                                                  

ESSENTIAL DUTIES:

  • Create and execute opportunities for donors to become committed to and inspired by Medical Teams, including but not limited to; large events (650-800 people), smaller initiatives such as Healthy Women, Healthy World (40-200 people), and monthly virtual events such as Community Matters; opportunities to connect with Field Operations staff, executive leadership, and other donors; and vision trips.
  • Track expenses and outcomes for assigned events.
  • Create event budgets in collaboration with Director of Advancement. Coordinate with finance on additional staff time allocated to events.
  • Administer the production of reports on agreed to metrics after events are complete in a clear, open, and timely basis.  Create, maintain, and distribute regular reports on the status of events and programs.
  • Administer all tasks required for a successful event including but not limited to; collaborating with the Event Consultant, Exhibit Specialist, and Advancement Team members: project management, developing budgets and timelines; executing solicitation strategies; facilitating vendor contracts, site visits, volunteer coordination; procurement, sponsorship, ticketing and seating; licensing, insurance etc.
  • Collaborate with key stakeholders, including VP Marketing and Development, and event consultants to develop compelling mission-focused programs.
  • Identify, cultivate, and recruit committee and subcommittee members, and mentor auction chairs and subcommittee chairs as needed.
  • Coordinate with the event consultants to oversee relationships with auctioneer, emcee, AV/production consultants, catering, décor, and other event vendors.
  • Coordinate and interact with major donors, celebrities, high corporate leaders, volunteers, employees, and guests.
  • Collaborate with Marketing to manage creation of all event materials, invitations, email correspondence, and social media publicity.
  • Maintain complete and accurate records of all events, including internal event calendar.
  • Partner with the Advancement and Corporate and Foundations Teams to manage relationships with corporate sponsors and secure matching grants.
  • Coordinate and oversee activities during the event.
  • Facilitate debriefings and coordinate with the Advancement Team to develop follow-up plans for auction attendees and donors, both corporate and individual.
  • Coordinate post-auction buy-in events when applicable.
  • Administer logistics including travel plans and catering.
  • Administer CRM data for all events including creation of event modules, revenue codes in CRM, proper data entry for all events-related donations and work with the Ops/Analytics team to correct errors and omissions.
  • Administer the processing and recording of events-related donations by working with staff across the fundraising and finance departments.
  • Act as liaison for donors and vendors with accounting department, coordinate or prepare requested requisitions for vendor payments, including monitoring accuracy of invoices and resolving payment and billing issues. 
  • Record and maintain e-files for event-related correspondence and contacts with donors and prospects.
  • Research, evaluate and recommend potential consultants and vendors.
  • Assist other Events Specialist before, during and after the specified event as necessary, sharing best practices.
  • Support safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies.

OTHER DUTIES:

  • Utilize volunteers when appropriate.
  • Additional duties as assigned.
Qualifications

EDUCATION, LICENSES, & CERTIFICATIONS                                                                                                                                                         

  • Bachelor’s Degree in related field.
  • May substitute degree for equivalent work experience in related field.
  • Valid driver license.

EXPERIENCE                                                                                                                      

Required:

  • Minimum 2 years’ event coordination experience.

Preferred:

  • Experience in the nonprofit sector.

KNOWLEDGE, SKILLS & ABILITIES                                                                                                                                                                              

KNOWLEDGE:

  • Commitment to Medical Teams International Calling Statement and Core Values.
  • Commitment to maintain donor confidentiality.

SKILLS:

  • Strong interpersonal skills.
  • Moderately skilled with Microsoft Word, Excel, and PowerPoint.
  • Basic user skills with Adobe Acrobat Professional.
  • Moderately skilled with Communication software: Microsoft Outlook, Intranet, Internet, Teams, and Zoom.

Preferred:

  • Moderately skilled with CRM Microsoft Dynamics.
  • Familiarity with marketing tools such as ClickDimensions, Adobe Create Suite (Photoshop and InDesign).
  • Basic skills in Microsoft Suite (SharePoint, Teams, Planner, Flow).
  • Understanding of Form and Survey tools such as Cognito Forms, Microsoft Forms, or Typeform Surveys.
  • Moderately skilled with any event management software.

ABILITIES:

  • Ability to plan, organize and follow through on all projects.
  • Ability to evaluate and monitor consultant and vendor activities.
  • Ability to handle multiple projects simultaneously and be flexible.
  • Ability to operate well in a fast-paced work environment.
  • Ability to work a flexible schedule and weekends as needed, with occasional periods of high overtime.
  • Ability to travel to and work from other US Medical Teams offices in the Pacific Northwest as needed.
  • Ability to work collaboratively with others.
  • Ability to communicate in a professional manner, both verbally and in writing, with all constituents, including but not limited to major donors, celebrities, high corporate leaders, volunteers, employees, and guests.
  • Ability to lead meetings with upper-level management, other employees, and donors.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS                                                                                                                         

Physical Requirements:

The physical requirements 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. While performing the duties of this job the employee must be able to:  

  • Frequent use of a personal computer, database and digital platforms, and other office productivity machinery, such as a copy machine and computer printer.
  • Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
  • Frequent communication and exchange of information among colleagues and persons of concern which requires the ability to speak, hear, convey and express oneself.
  • Frequent close vision and the ability to adjust focus.
  • Occasionally ascends/descends stairs, steps, or ladder.
  • Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
  • The employee must occasionally lift and/or move up to 10 pounds. 
  • Seldom to occasionally positions self to stoop, kneel, crouch, or crawl.
  • If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.

Work Environment:

  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • The noise level in the work environment is usually moderately quiet. Add more options and include field requirements.
  • The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme hot or cold weather, and very basic living conditions. 
Our Calling
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