Overview
The Special Events/Marketing Coordinator is responsible for organizing the creation, planning, execution, and follow-through of the Foundation’s fundraising and recognition events. In addition, the position assists in developing and maintaining the organization’s promotional collateral, presentations, social media initiatives and branding to support the overall mission. The Special Events/Communication Coordinator reports directly to the President/CEO of the Education Foundation of Palm Beach County. This position will be responsible for all community outreach events, including but not limited to: The Annual GoTeach! Classroom Grant Ceremony, Heroes for Education 5K, Distinguished Alumni & Leadership Awards (held in conjunction with the Business Development Board); Celebrate the Great, Bill Malone FORE Our Schools Golf Tournament and all third-party charity of choice events held in conjunction with local business partners. In addition, the Special Events/Marketing Coordinator will oversee all exterior communication, including but not limited to all Social Media platforms, monthly newsletters, e-blasts, and the Annual Report. Finally, the Special Events/Communication Coordinator will assist staff with CRM Maintenance and updating as required.
Essential Special Events Responsibilities
● Plans, executes and assists with all aspects of coordination and communication between internal and external events. This includes event logistics, collateral, communications, budgets, event production and vendor coordination
● Conduct research and find resources to help make decisions about event possibilities
● Ensure strong logistical coordination for special events
● Negotiate contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor to meet the quality and budget expectations of each event
● Manage logistics related to each event assigned, including mailings, acknowledgments, updating database, event calendar, and committee reports
● Oversee budgets to meet and exceed goals; provide timely progress reports, alerting the CEO and committee of possible variances to the budget
● Responsible for the procurement of auction items and assist with securing in-kind donations for events, when applicable
● Ensure donors receive prompt and accurate acknowledgment and recognition for their gifts and donations and their requests regarding specific gift restrictions are followed
● Lead and represent the organization at planning committee meetings, events, and promotional activities as requested
● Coordinate volunteer needs for assigned events and projects. Assists with supervision of event volunteers, consultants, and coordinators on specific events
● Support the development team in managing the event sponsorship process, including sponsorship collateral creation, cultivating existing sponsors, identifying new sponsors, managing committee and staff to assist in securing sponsorship, securing in-kind sponsorship, sponsorship activation activities, providing proof-of-performance for sponsors, etc.
● Develop relationships with Foundation and School District staff, board members, volunteers, and community members to ensure successful event execution, with a focus on developing event volunteer leadership positions
● Propose new ideas to improve the event planning and implementation process
● Conduct surveys and/or meet with committee and event stakeholders to evaluate events immediately following each event; prepare post-event reports
● Assists with special projects and tasks as needed
Essential Communications Responsibilities
● Responsible for developing and maintaining the organization’s promotional collateral, presentations, social media initiatives, and branding to support the overall mission
● Manage Education Foundation’s social media accounts which include Facebook, Instagram, Twitter, and LinkedIn
● Develop social media campaigns, as needed, with direction from the Education Foundation team, including content strategy for Facebook, Instagram, LinkedIn, and X
● Evaluate campaign reach and adjust, as appropriate
● Create strategic content for social media, assist with maintaining content mix and posting schedule
● Create engaging text, image, and video content
● Generate analytics monthly, including post-engagement, transactions (when appropriate)
● Post Education Foundation news releases, links from relevant sources
● Create and manage Education Foundation Event pages on Facebook and Mobile Cause
● Monitor Facebook groups in which the Ed Foundation is involved and contribute content on a bi-weekly basis. Monitor engagement as needed
● Assists with strategic marketing plan, research, and competitive analysis
● Maintain marketing and communications calendar, executing multiple time-sensitive projects
● Write, edit, and proof copy for digital and print communications while ensuring content and messages are compliant with Foundation integrity, mission, and brand
● Coordinate the production of the EFPBC Annual Report
● Support donor relations efforts as it pertains to communications
● Become familiar with Bloomerang (CRM) and handle follow-up with donors in coordination with the Executive Director. This may include generating thank you letters emails, social media recognition, news releases
● Create and use the Foundation database for periodic mailing/campaigns, e-newsletter, print material and enter and edit data as needed
● Research Bloomerang (CRM) e-newsletter capabilities. Present recommendations to the team for generating a monthly/quarterly e-newsletter, “The School Bell,” to target audiences.
● Coordinate the production of a monthly digital E-Newsletter
● Manage Education Foundation’s website (Achieve)
● Update content regularly, maintain ongoing events on and ensure content is appropriate based on analytics and to keep information current as it pertains to programs, events, campaigns, and initiatives
● Assist with website updates, reporting, copy changes and basic web page creation
● Generate monthly website analytics report for the Education Foundation page
● Other duties as assigned
Essential Skills and Qualifications
● Ability to work with diverse and multi-disciplinary teams
● Bachelor’s degree in Marketing, Communications, Event Management, or related field preferred
● Three years’ experience in event planning, including the responsibility of planning and organizing multiple events
● Background in digital communications, social media platforms and print production
● Experience with web updates and/or content management systems
● Strong writing, presentation, and organization skills
● Self-starter with strength in both the creation/development and execution of ideas/campaigns
● Demonstrate ability to work independently and collaboratively
● Knowledge in Microsoft Suites, Google Suites, Publisher, and Canva preferred
● Excellent communication skills, both written and verbal (Samples to be presented with resume)
● Comprehensive knowledge of and experience using social media platforms, creating campaigns, analyzing data and utilizing analytics to increase engagement and online presence
● Extremely organized and strong attention to detail
● Ability to manage multiple projects in a fast-paced, deadline-driven environment
● Ability to make decisions and solve problems independently
● Ability to plan, organize and prioritize work
● Strong work ethic (disciplined and self-starter)
● Must have a valid driver’s license
● Must have access to a car or be able to transport materials to and from meetings and special events/programs/meetings
● Must be willing to work some evenings and weekends being flexible and adaptable to work events/meetings
