Events & Engagement Coordinator Edible Schoolyard NYC
- Date Posted September 08, 2016
- Location Brooklyn, NY
- Category Education / Nonprofit
- Job type Full-Time
Edible Schoolyard NYC partners with public schools to transform the hearts, minds, and eating habits of young New Yorkers through a seed-to-table education. Edible Schoolyard NYC’s goal is to change attitudes, preferences, and behaviors around healthy eating, and to educate and empower children to make healthy food choices for themselves, their communities, and the environment. In 1995, nationally acclaimed restaurateur and food activist Alice Waters created the first Edible Schoolyard in Berkeley, California, pioneering the notion that the best place to teach children the connection between food, health, and the environment is in our schools. Established in 2010, Edible Schoolyard NYC is the first northeastern affiliate of the program, and is committed to bringing the vision of a garden-based edible education to New York City.Job description
Edible Schoolyard NYC (ESYNYC) is seeking a coordinator with high-energy and outstanding organizational and project management skills to join our passionate and dedicated development team. ESYNYC hosts one major event each year (the Annual Spring Benefit) plus smaller fundraising events, cultivation events, media visits, corporate workdays, and 3rd party events throughout the year. Reporting to the VP of Development, the Events & Engagement Coordinator will plan, track, and execute all development-related events. The Events & Engagement Coordinator will ensure alignment of event work and resources with organizational strategic priorities and branding, and act as the event representative and liaison with both internal and external stakeholders, including event sponsors and attendees, event leadership, Board, staff, and vendors. The Events & Engagement Coordinator will also maintain and update the database and tracking documents to help keep the VP of Development and Executive Director on track to progress donors/prospects through the donation cycle. This position will actively work to create a sense of community among our donors while engaging them with our program work.
Events Related Responsibilities include:
- Assist VP of Development in setting the calendar and strategy for annual cultivation, donor, and fundraising events.
- Keep track of, and update, annual event calendar, including timelines, budgets and work plans.
- Work closely with Communications & Outreach Manager on Communications Calendar to ensure an integrated calendar.
- Assist VP of Development in strategizing and conceiving of new cultivation, recognition, 3rd party, and fundraising events in support of broader development objectives.
- With VP of Development and 3rd Party Event Consultant, plan, coordinate, and manage all elements of the annual Spring Benefit and other fundraising events.
- Coordinate special event mailings, including sponsorship and auction solicitations, invitation mailings, and gift acknowledgement letters.
- Coordinate all aspects of live auctions.
- Coordinate all aspects of follow-up and coordination of all auction lots post-event with winners and 3rd
- Oversee event volunteers, including soliciting staff to help with events, providing clear details about tasks prior to the event, and coordinating volunteers day of.
- Act as primary internal point of contact for Event Leadership, Committee & Ticket buyers, including responsibility for scheduling meetings, developing meeting agendas, note taking and distribution.
- Maintain working relationships with outside event and production vendors
- Oversee RSVPs and table seating.
- Coordinate all post-event activities: follow up, thank you letters & emails.
Engagement Responsibilities include:
- Upkeep tracking documents for donor prospecting, tracking, recognition, cultivation, stewardship, and reporting
- In collaboration with VP of Development, coordinate the solicitation and renewal of individual gifts
- Work with VP of Development on developing revenue and target audience strategies, including the ways in which goals will be reached, and who should be targeted to reach Organization’s goals
- Regularly update Salesforce database, following systems and for data input ensuring that all contact lists/information are kept up to date
- Create donor analysis reports, including goal reporting, giving updates, and data from events, programs, and appeals
- Maintain donor communications strategy, including invitee lists, number of donor/prospect touch points, and assigning point of contact
- Manage and track VP of Development and Executive Director correspondence and meetings with prospects and donors
- Manage, track and schedule Company Work Days and correlating relationships.
Other Job Responsibilities include:
- Assist VP of Development with special projects as needed, such as the events pertaining to the Culinary Council and Young Professionals Group.
- Participate in cross-organizational teams and meetings and work closely with the Communications & Outreach Manager, Development Assistant, and Operations Coordinator, providing logistical support as needed.
- Work with Communications & Outreach Manager on all marketing materials and media inquiries.
- Assist with all events, programs, and assignments as necessary as part of ESYNYC’s Development Team.
REQUIRED SKILLS & QUALIFICATIONS:
The ideal candidate:
- Must have 2+ years of experience in project management, event planning and/or direct hospitality work, with experience in high-energy, high-stress, high-volume environments while collaborating with varied personalities.
- Must be able to multi-task and be extremely well-organized and reliable
- Must have strong computer skills: database programs, e.g. Salesforce or equivalent, Microsoft Word, PowerPoint, and Excel proficiency required
- Adobe Creative Suite experience preferred, but not necessary
- Should have demonstrable interest and/or experience in gardening and/or cooking and an affinity for ESYNYC’s mission and social impact.
In addition, the candidate should possess:
- Excellent oral and written communication and interpersonal skills
- Superior organizational skills and attention to detail
- Exhibit a creative, collegial, and collaborative work style with the ability to work individually and as part of a team with diverse groups of people
- Ability to multitask, prioritize, problem-solve, and be flexible in a fast-paced, entrepreneurial work environment
- Excellent judgment, positive attitude, and a sense of humor
- Ability to exercise complete discretion & professionalism when engaging with high-profile or celebrity supporters.
- degree in nonprofit management, communications, or other relevant field
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:
- Ability to work with frequent interruption and to simultaneously supervise a variety of tasks
- Must be able to lift a minimum of 25lbs.
- Flexible work schedule: Some evening and weekend work is required, and extended hours may be necessary in run-up to Spring Benefit, with time off in lieu during slower times (to be discussed with Supervisor).