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Special Events Coordinator

Organization:
Boston Partners in Education
Job Title: Special Events Coordinator
Job Type:
Development
City:
Boston
State:
Massachusetts
Job Search Ends:
February 28th, 2018
Organization's Website:

ABOUT THE ORGANIZATION:
Boston Partners in Education (Boston Partners) enhances the academic achievement and nurtures the personal growth of Boston’s public school students by providing them with focused, individualized, in-school support. Boston Partners recruits, trains, places and supports volunteers to work with students in grades kindergarten through twelve, one-on-one or in small groups, primarily during the school day. Boston Partners in Education is a 501(c) 3 non-profit organization.

POSITION DESCRIPTION:
The Special Events Coordinator’s primary responsibilities include managing all program aspects of the Big Cheese Reads, a CEO-driven literacy and sponsorship initiative linked to our annual Gala. Additional key responsibilities include acting as the event manager for the organization’s annual gala, managing logistics for special events, including but not limited to:

  1. AMP!, the annual volunteer academic mentor recognition and awards event
  2. Winter Warmer, the annual volunteer academic mentor social networking event
  3. Making the Grade Leadership Society stewarding event(s)
  4. VIP chairman’s reception at the annual gala
  5. Big Cheese Reads leadership breakfast(s)
  6. Big Cheese Reads kick- off event

From time to time this position may also supervise an AmeriCorps*VISTA volunteer or intern. The special events coordinator is based within the Development team and works closely with Marketing. This is a full-time, non-exempt position.

DUTIES & RESPONSIBILITIES:

Big Cheese Reads Initiative, Program

  • Nurture strong relationships with K-8 and middle school leaders resulting in smooth Big Cheese Reads visits, with the objective of bringing Boston Partners’ programs to schools
  • Organize and oversee the registration of middle schools for the program
  • Schedule Big Cheese Reader school visits by soliciting preferred dates for schools and Big Cheese Readers and developing a schedule matching all parties’ preferences; the projected number of Big Cheese Reads school visits over the academic year is between 20-25
  • Coordinate an Executive Briefing Session the morning of each Big Cheese Read visit, including hospitality and an orientation and welcome by a school leader and a Boston Partners leader
  • Maintain all program reading, training and marketing materials, including renewing copyright permissions as needed
  • Maintain pre- and post-visit communication with both Big Cheese Readers and schools
  • Attend Big Cheese Readings and coordinate staff attendance as needed
  • Troubleshoot problems as they arise and ensure that the classroom visit is a positive experience for both Big Cheese Readers and schools
  • Oversee evaluation of the program at the end of the school year
  • Keep all Big Cheese Reader records updated in our Salesforce.com database

Big Cheese Reads Gala

  • Create RFP to find venue and date for 400+ person dinner event, coordinating based on honoree/event chair availability
  • Develop budget and tracks expenses to budget
  • Organize series of planning calls throughout 10 month lead up period including  participants, content, schedule and follow up
  • Coordinate all staff participation in gala support before during and post event
  • Serve as liaison with hotel during planning and night of event
  • Coordinate with COO, Development Director and Marketing Manager on all aspects of sponsor acknowledgement, guest registration, event flow and post event follow up
  • Manage all food and beverage decisions, favors, decorations etc. for event

Special Events Coordination

  • Work with staff and/or board sub committees to coordinate events
  • Set budgets in coordination with other department leaders
  • Work on program/event content
  • Work with Marketing Team in creating and executing marketing plans for special events, including social media
  • Establish and/or work within budget for each event
  • Liaise between venue contact and Boston Partners
  • Create and manage event calendars for each event (includes timeline, deadlines, tasks, etc.)
  • Carry out post-event activities, such as follow up, debrief, etc.

Other

  • Assist Partnership Managers with small events in support of annual fundraiser amongst volunteers
  • Set up schedule of monthly all-staff meetings
  • Perform other duties as requested

Qualifications:

  • Associate or Bachelor’s degree preferred
  • Strong verbal and written communication skills
  • Highly organized; able to manage multiple tasks simultaneously
  • Self-starter
  • Comfortable serving as group leader when needed
  • Strong interpersonal skills
  • Basic computer skills, including Microsoft Office and Excel
  • Familiarity with salesforce.com a plus
  • Interest in fundraising a plus
  • Familiarity with educational programming and the Boston Public Schools preferred
  • Dedication to the mission and values of Boston Partners in Education

BENEFITS
Boston Partners in Education offers a competitive benefits package including health insurance, dental insurance, term life insurance, short- and long-term disability insurance, transportation reimbursement, and a 401(k) plan, along with generous time off policies.

PROFESSIONAL LEVEL
Entry level

MINIMUM EDUCATION REQUIRED
No requirement

HOW TO APPLY
To apply, please email a cover letter and resume to Judy Harrington, Director of Development, at jharrington@bostonpartners.org. No phone calls, please.

Boston Partners in Education is an equal opportunity employer.

133 Federal Street, Suite 802 | Boston, MA 02110
Phone: 617.426.2606 | Fax: 617.426.2849
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