Events + Community Relations Coordinator

Objectives of this Role‍

• Build and maintain relationships with members of the community, key individuals, and other organizations
• Serve as a key point of contact for neighboring businesses, institutions, communities and volunteers
• Assist in communication of strategies or messages from senior leadership
• Responsible for planning, coordinating, executing, and implementing all Austin Hatcher Foundation fundraising events, both large and small, to meet revenue goals.
• Collaborate with Director of Development for event sponsorship and fundraising goals.
• Project manage and facilitate the annual signature fundraising events, including logistics, registrations, securing event spaces, speakers, organizing supplies, managing external vendor relationships, coaching peer-to-peer fundraisers, setting up and tearing down events, coordinating meals and gifts for special events, and acting as the lead point of contact for all events.
• Ensure post-event evaluation, thank you notes, and reporting processes.
• Assist in preparing and sticking to budgets, revenue goals, solicitations, contracts, and bidding process.
• Act as event liaison between the organization and vendors, donors, participants, etc. Assist in developing concepts and designs, and coordinate mailings of promotional materials and invitations, and logistical planning.
• Work with and give guidance to volunteers and staff involved in event planning and execution.
• Negotiate and contract with vendors for a variety of goods and services related to special event planning.
• Monitor delivery of goods and services to ensure contract terms are satisfied.
• Develop and maintain an extensive network of contacts, both internal and external, to facilitate event coordination.
• Oversee and provide technical support for online fundraising platforms including peer-to-peer fundraising
• Import donor information into CRM (Neon)

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Daily and Monthly Responsibilities

• Solicit, oversee, organize and train volunteers, ensure volunteer paperwork and training is completed, manage volunteer hours and database, connect volunteers with AHF staff,
• Serve as liaison between Foundation and event committees
• Serve as liaison and support for the Teen Ambassador Program
• Draft and distribute various communications that promote the company, as well as individuals or groups within the company.
• Attend relevant events and activities to represent the company and build strong relationships with key community members.
• Respond to inquiries from community members and other interested parties – when needed, recruit a knowledgeable spokesperson or information source to assist
• Build cross-functional relationships within the company and promote
• Ensure post-event evaluation, thank you notes, and reporting process.
• Assist in preparing and sticking to budgets, revenue goals, solicitations, contracts, and bidding process.
• Responds to inquiries from community members and other interested parties; when needed, recruits a knowledgeable spokesperson or information source to assist.
• Develops and recommend the budget, marketing plans, and objectives and manages within those approved plans.
• Evaluates each piece of event business to ensure business can be properly serviced.
• Assembles creative and innovative event attractions based on internal capabilities or outsources to qualified vendors.
• Trains, supervises, and works with event staff, to solicit and book banquet and catering functions, as well as the planning, merchandising and execution of the functions.
• Leads event team to build long-term, value-based customer relationships that enable achievement of sales objectives.
• Administers all phases of the event department, including but not limited to sales, planning, marketing, servicing, and administrative procedures.

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