Event Planner Coordinator Jobs in Rochester, NY (NOW HIRING)

Description

Summary:

Under the supervision of the Sr Director of Development, the Special Events Coordinator supports the planning, coordination, and execution of Ibero's signature fundraising events and provides event-related support to major initiatives across Ibero's Programs, Social Enterprises, Subsidiaries, and Affiliates. This position exists to manage the consistent logistical, sponsorship, and committee coordination demands associated with events, allowing senior development and marketing staff to remain focused on donor cultivation, strategy, and revenue growth.

Each signature event supported by this role is a fundraising activity that contributes to the overall goals of the Marketing and Development Department. The Special Events Coordinator also supports agency-wide event documentation, including photography and donor acknowledgement coordination, in partnership with the Administrative Assistant and the Marketing Coordinator.

Essential Functions:

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to 

enable qualified individuals with disabilities to perform the essential functions.

• Supports the planning, coordination, and execution of all agency-designated signature fundraising events.
• Serves as the primary logistical and coordination support for signature event committees, as designated by the Sr Director of Development.
• Recruit and lead multiple volunteer committees.
• Assists with committee communications, meeting scheduling, follow-up items, and task tracking to ensure timely execution of event-related responsibilities.
• Balance multiple event committees for multiple events in the calendar year.
• Secures event sponsorships and in-kind sponsors.
• Coordinates event-related sponsorship fulfillment tasks, including tracking sponsor benefits, deadlines, and deliverables, in collaboration with the Marketing Coordinator.
• Supports major events hosted by other Programs, Social Enterprises, Subsidiaries, and Affiliates of Ibero, as assigned.
• Assists with on-site event logistics, including setup, breakdown, registration support, and vendor coordination as needed.
• Works in partnership with the Marketing Coordinator to build and maintain an ongoing, organized library of updated photos from Ibero's Programs, Social Enterprises, Subsidiaries, and Affiliates for marketing and stewardship use.
• Coordinates with the Administrative Assistant to ensure accurate and timely donor acknowledgement and recording following events, in accordance with timelines and standards set by the Sr Director of Development.
• Ensures event-related data, contacts, and documentation are accurately captured and shared with the Marketing and Development team.
• Maintains clear communication with supervisors regarding event timelines, challenges, and support needs.
• Represents Ibero professionally at events and community activities.
• Performs other duties as assigned by the Sr Director of Development in alignment with departmental goals.

Authority:

The employee exercises considerable initiative in setting priorities within the framework of the agency's policies and procedures. In case of emergency, the employee must make decisions to ensure coverage of switchboard.

Requirements

Position Qualifications:

Competency Statement(s)

• Self-Accountable - Taking responsibility for task assign to and task assigned to others
• Flexibility - Being able to think clear headed when under pressure and handles changing circumstances (events are unpredictable)
• Analytical Skills - Ability to use thinking and reasoning to solve a problem
• Accuracy - Ability to perform work accurately and thoroughly
• Customer Oriented - Ability to take care of the customers' needs while following company procedures
• Detail Oriented - Ability to pay attention to the minute details of a project or task
• Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type
• Ethical - Ability to demonstrate professionalism conforming to a set of values and accepted standards
• Outgoing - Comfortable interacting with the public and sponsors at events and assisting with customer retention.
• Friendly - Ability to exhibit a cheerful demeanor toward others
• Organized - Possessing the trait of being organized or following a systematic method of performing a task
• Reliability - The trait of being dependable and trustworthy
• Communication, Oral - Ability to communicate effectively with others using the spoken word
• Communication, Written - Ability to communicate in writing clearly and concisely

Skills and Abilities:

• Bachelor's in Marketing, or Communication, or Management, or Liberal Arts.
• Two years' experience in event management or project management field.
• Bilingual in English and Spanish (Preferred)
• A combination of training and experience other than the specified, if judged to be adequate for the job, may be accepted by the President and CEO

Physical Demands:

The position does require occasional standing, squatting, lifting of up to approximately 10 lbs. And frequent sitting.

By signing below, I hereby acknowledge receipt of my job description. I am aware that continued employment with Ibero-American Action League, Inc. is contingent on my adherence to the policies outlined in the employee handbook and my ability to function within the parameters of the job description. Furthermore, I acknowledge that any questions regarding this job description will be brought to the attention of my immediate supervisor.

Employee Signature: ___________________________________ Date: _________________________

The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.

An Equal Opportunity/Affirmative Action/Pro Disabled & Veteran Employer.

Revised 5/2012;9/2014