Event Coordinator

Event Coordinator 

Reports to the Event Manager

EVENT PLANNING AND COMMUNICATION (75%)

• Plan and execute 5K running events in specific event markets assigned by the Director of Events and Operations.

• Solicit for in-kind donations for all HFTC events.

• Recruit and cultivate relationships with sponsors, volunteers, and local planning members. 

• Oversee all elements of event logistical planning for 25+ 5K races and potentially large institutional community events annually including but not limited to: 

  • Vendor management 

  • Contract negotiation 

  • Layout design 

  • Permitting 

  • Food and beverage 

  • Researching new markets and event locations 

  • Maintain an events calendar as assigned by the Events Manager. 

  • Event site plans/layouts 

  • Researching new markets and event locations 

• Responsible for achieving predetermined participation and revenue goals for each event. 

• Responsible for sending all event vendor communications.

• Maintain and organize event details and serve as the main point of contact leading up to and on event day.

• Responsible for content creation for local sponsorship packets. 

• Responsible for activating local sponsorship.

• Travel approximately 12-14 times per year. 

• Serve as primary liaison between the Event Team members and the local vendors. 

• Maintain budgeted goals for expenses per event. 

• Other duties as assigned. 

FUNDRAISING (15%) 

• Work closely with the Development Coordinator to encourage fundraising and event participation. 

• Be knowledgeable in the online fundraising tools to identify local sponsorship opportunities. 

• Use cold-calling and other marketing strategies to solicit for local event sponsorships.

• Manage and strategize vendor, sponsor, donor, and participant communications in Salesforce.  

DATA ENTRY/WEBSITE (5%)

• Assist in entering donation checks, registrations, donor/participant information, etc. into online databases. 

• Maintain and keep logistical information up to date on event websites.

• Using the database, answer participants’ questions regarding registrations, donations, and the participant center as needed. 

ADVOCACY EFFORTS (5%)

• Assist the Senior Manager of Partnerships and Community Relations with advocacy efforts for the Brains for the Cure program.

• Facilitate the development of joint advocacy strategies with new hospital/clinic partners in specific communities.

QUALIFICATIONS

• Bachelor’s Degree in related area

• One to three (1-3) years of experience in event planning

• Must be highly organized, have strong communication skills, and the ability to successfully multitask 

• Must have a positive attitude and empathetic demeanor

• Must be able to work efficiently and make informed decisions/act in a timely manner

• Must be proactive and a team player

• Must be able to prioritize tasks and be a problem solver

• Comfortable public speaking both in-person and online 

• Comfortable presenting new ideas and creative/critical thinking 

• Proficient in verbal and written communication

• Proficient in Microsoft Office Suite (Word, Excel, PPT) and Google Workspace

• Familiar with Mac operating systems

• Experience with database management; Salesforce preferred

• Must be able to stand for long-periods of time in various weather conditions

• Must have a strong desire to support a disease-based nonprofit organization, where empathy, personal understanding and support for brain cancer patients, caregivers, family and other supporters are important personal characteristics. 

To apply for this position, please send a resume and cover letter (or a writing sample) to Executive Director Maggie Haynes at maggie@headforthecure.org. 

*This position requires working some evenings and weekends. 

*Must be based in the Kansas City Metro area