Event Coordinator

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Boys & Girls Club of Vista
July 27, 2021
410 W. California Ave., Vista, California
Job Type
Type of Pay
Contact Name
Susan Arias
Contact Email


TITLE: Event Coordinator

DEPARTMENT: Resource Development

SCHEDULE: $25.00 Hourly, 20 hrs. a week

REPORTS TO: Vice President of Development




The Event Coordinator is responsible for providing leadership in identifying and creating opportunities to build public awareness of Club programs, and activities through events. The Event Coordinator works closely with the Vice President of Development, Vice President of Curriculum & Impact, Program Director, AmeriCorps VIP (Volunteer Infrastructure Project) Fellow, President & CEO, and Event Committees to plan and coordinate special events that meet program or fundraising goals. Evaluates and reports results, with recommendations for modifying events to improve success.


KEY ROLES (Essential Job Responsibilities):

Strategic Planning

  1. Responsible for the planning, implementation, and evaluation of special events, working with Club staff and volunteers to coordinate activities, programs, and facilitate communications.
  2. Negotiate with vendors and sponsors to obtain facility space, event rentals, catering, audio-visual needs, and all related materials and resources that ensure event success.
  3. Responsible for planning and creation of all creative materials including websites, payment pages, e-communication, and social media to support event success.
  4. Coordinate meetings with committee members, staff and volunteers to assist in planning events.


Resource Development

  1. Contribute to attaining budgeted goals for special events and assigned programs.
  • Plan creative events approved by the Vice President of Development and Event and Development Committees that facilitate solicitation of donations from target audiences
  • Work in tandem with the AmeriCorps VIP to recruit event volunteers for fundraisers and special events
  • Identify and recruit corporate sponsors to underwrite event expenses or to donate gifts, cash or in-kind services to minimize expenses


Resource Management

  1. Manage administrative and operational systems to:
  • Track expenses involved in implementing all special events;
  • Record all direct and indirect revenues realized by special events;
  • Recognize contributions with acknowledgement letters.


Program Service and Management

  1. Ensure effective program implementation and administration, making sure all event and related logistics and support activities are carried out as scheduled.
  2. Evaluate success of special events, as determined by appropriate measures such as attendance, revenue generated, public relations activity, enrollment in Club programs, etc.


Marketing and Public Relations

  1. Increase visibility of Club programs, services and activities by informing all media contacts and target audiences of scheduled special events.
  2. Prepare and distribute press releases, community bulletins and newsletter articles regarding events and outcomes.
  3. Perform other related duties and responsibilities as required or as assigned.


Internal: Maintain close, daily contact with Club management to exchange information, seek and give assistance, consultation and direction. Maintains contact with financial staff and support staff. Maintains verbal and written contact with volunteers and volunteer committees.

External: Maintain contact with community and corporate leaders, media contacts, schools, parents, and local residents to encourage participation in scheduled special events and provide information regarding club activities and needs.  



  • Bachelor's degree from an accredited college or university; or equivalent experience.
  • Bilingual preferred.
  • A minimum of 2 years work experience in non-profit agency operations, specifically

in fundraising & resource development preferred.

  • Excellent communicator, both oral and written.
  • Knowledge of general bookkeeping principles to track expenses and revenue
  • Working knowledge of database management, website and newsletter design, and Microsoft Office software
  • Flexible self-manager and team builder.
  • Recruitment, training and engagement of volunteers.
  • Ability to pass background check and drug-testing.
  • Must be able to lift and move 25lbs
  • Must be at least 21 years old due to age requirements for Poker Tournament and handling alcohol



The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.

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