Event Software Jobs in Hawaii (NOW HIRING)

Summary:

The Event and Sponsorship Coordinator emphasizes the link between events, sponsorship and fundraising. This title clearly states that the person is core to events execution and coordination, but the core focus is driving and fulfilling sponsorship revenue and corporate relationships.

This coordinator will be the primary coordinator of Pedal Imua, working in conjunction with the Paddle Imua Coordinator and any events the participate with Adventure Sports in the Imua Ecosystem. The coordinator along with the other event coordinators work in sponsorship sales and relationships and manages a portfolio of individual, business and community contacts and relationships in the company CRM software system.

Essential Duties and Responsibilities:

Roles and Responsibilities of the Lead Pedal Imua Coordinator

The Lead Pedal Imua Coordinator plays a crucial role in the planning, execution, and evaluation of the Pedal Imua event, ensuring its success as a major fundraiser for Dream Imua Below are the key roles and responsibilities associated with this position:

1. Event Planning and Coordination

• Develop and implement a comprehensive event plan for Pedal Imua, including timelines, budgets, and resource allocation.
• Coordinate logistics for the event, including venue selection, permits, equipment rentals, and transportation arrangements.
• Collaborate with internal teams and external partners to ensure all aspects of the event are well-organized and executed.

2. Project Management

• Utilize Asana for project management to track tasks, deadlines, and progress related to the Pedal Imua event.
• Create and maintain project timelines, ensuring that all team members are aware of their responsibilities and deadlines.
• Monitor project milestones and adjust plans as necessary to stay on track and meet event goals.

3. Volunteer Management

• Work with the Volunteer Coordinator to recruit, train, and manage volunteers for the event, ensuring they understand their roles and responsibilities.
• Foster a positive and collaborative environment among volunteers, providing support and guidance throughout the planning and execution phases.

4. Sponsorship and Fundraising

• Identify and cultivate relationships with potential sponsors and partners to secure funding and in-kind donations for the event.
• Develop sponsorship packages and proposals that clearly outline the benefits of supporting Pedal Imua and Dream Imua.
• Track sponsorship commitments and ensure that sponsors receive appropriate recognition during the event.

5. Marketing and Promotion

• Collaborate with the marketing team to create promotional materials and campaigns to raise awareness of Pedal Imua
• Work with the Coms Director on the messaging for social media, email marketing, and community outreach to engage participants and encourage attendance.
• Monitor and analyze marketing efforts to assess effectiveness and help make adjustments as needed.

6. Participant Engagement

• Develop strategies to engage participants before, during, and after the event, fostering a sense of community and excitement.
• Coordinate activities and entertainment for participants during the event to enhance their experience.
• Build Registration Pages and event communications for Pedal Imua

7. Post-Event Evaluation

• Conduct a thorough evaluation of the event after its conclusion, gathering feedback from participants, volunteers, and sponsors.
• Analyze financial outcomes and participant engagement metrics to assess the success of the event and identify areas for improvement.
• Prepare a comprehensive report summarizing the event's outcomes, lessons learned, and recommendations for future events.

8. Collaboration with Dream Imua

• Work closely with the Dream Imua team to ensure that the funds raised through Pedal Imua directly support the dream programs and initiatives.
• Communicate regularly with the Dream leadership to align goals and expectations for the event.

The Lead Pedal Imua Coordinator is essential to the success of the event, bringing together various elements of planning, coordination, and community engagement. By effectively utilizing project management tools like Asana and fostering collaboration among team members and volunteers, the coordinator ensures that Pedal Imua not only meets its fundraising goals but also creates a memorable experience for all involved

Roles and Responsibilities of Sponsorship Coordination and Donor Management

The coordinator responsible for soliciting and selling sponsorship opportunities for Imua Family Services, as well as managing a portfolio of donors in the agency's CRM software, plays a vital role in ensuring the success of fundraising events and building strong relationships with sponsors and donors. Below are the key roles and responsibilities associated with this position:

1. Sponsorship Development

• Identify Potential Sponsors: Research and identify potential corporate and community sponsors that align with the mission and values of Imua Family Services.
• Create Sponsorship Activation Opportunities: Develop compelling sponsorship packages that outline the benefits of supporting events, including visibility, community engagement, and alignment with Imuas mission.
• Solicit Sponsorships: Actively reach out to potential sponsors through personalized communications, presentations, and meetings to secure financial and in-kind support for events.

2. Donor Management

• Manage Donor Portfolio: Utilize the agencys CRM software to maintain an organized portfolio of donors, tracking interactions, contributions, and engagement history.
• Cultivate Relationships: Build and nurture relationships with current and prospective donors, ensuring they feel valued and informed about the impact of their contributions.
• Personalized Communication: Develop tailored communication strategies for each donor, including thank-you notes, impact reports, and invitations to events.

3. Event Planning and Coordination with the Leadership Team

• Coordinate Event Logistics: Plan and execute fundraising events, ensuring all logistical details are managed effectively, including venue selection, catering, and audiovisual needs.
• Collaborate with Internal Teams: Work closely with other departments, such as finance, Coms and Ops, to ensure cohesive messaging and alignment of event goals with organizational objectives

4. Continuous Improvement

• Stay Informed: Keep up-to-date with trends in fundraising, sponsorship, and donor engagement to continuously enhance strategies and practices.

The Event Coordinator plays a crucial role in driving the success of Imua Family Services' fundraising efforts by effectively soliciting sponsorships and managing donor relationships. Through strategic planning, relationship-building, and a focus on community engagement, this position helps ensure that the agency can continue to provide vital services to children and families in need.

Supervisory Responsibilities:

Directly supports and supervises seasonal staff and volunteers for Pedal Imua. Carries out supervisory responsibilities in accordance with the agency's policies and procedures and applicable laws.

Teamwork across the Imua Ecosystem:

The Event and Sponsorship Coordinator will work along side the Imua Leadership Team, Events Team and Development Team as each coordinator supports events and programs across the ecosystem. These events and programs could include but are not limited to:

• Imuas Signature Annual Gala Fundraiser
• Imuas Adventure Sports Events such as Paddle Imua, Pedal Imua, Beach Fest (at PYCC) etc
• Imuas Festivals of the World, including Halloween and Holiday Festivals, Be Reel Child and Youth Film Festival etc.
• Partnership Events such as Hawaii Food & Wine Festival, Roys Golf Classic

Employee Standards:

1. Customary Compliance

A. Adheres to agency rules, policies, procedures and objectives.

B. Assists in care and maintenance of agency equipment and supplies.

C. Provides proper notification when late or absent.

2. Fiscal Responsibility

A. Adheres to administrative procedures for the agency.

B. Manages equipment, materials, supplies and time within budget.

3. Quality Improvement

A. Uses the values, philosophy, tools and techniques of quality improvement to support the organizations quality in all daily work.

B. Actively participates in quality improvement education.

C. Actively participates in committees, teams, and task forces as requested.

D. Develops action plans for performance improvement and understands what is necessary in order to meet agencys need and expectations.

4. Mission

1. Exhibits a commitment to the organizations mission.
2. Demonstrates the ability to interact in a positive and helpful manner with participants, visitors, volunteers and staff.
3. Respects the dignity of all by maintaining their privacy, confidentiality and appropriate boundaries.
4. Reflects commitment to building a supportive work environment and maintains a positive attitude in the workplace and toward the job.
5. Projects a good image in dealing with the public and is willing to make an extra effort to help build a quality and caring social services organization.
6. Demonstrates the ability and sensitivity to work with diverse cultures within the community.

5. Effective Communication

1. Demonstrates effective communication skills by conveying necessary information accurately and concisely, listening effectively, and asking pertinent questions.
2. Communicates effectively both verbally and in writing with other programs and staff as well as have the ability to read and understand written material and write effectively to meet the job requirements.

6. Staff Relations

1. Establishes and maintains cooperative relationships with participants, staff, and others using a humanistic attitude (anticipates needs, is respectful, caring and courteous).
2. Interacts with fellow workers in a way that promotes a harmonious and cooperative working environment.

Qualifications:

To perform the job successfully, an individual should demonstrate the following competencies:

Other qualifications listed below are needed to adequately fulfill essential job duties. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Able to provide background checks free from criminal arrest, child protection cases (including pending arrests) and sexual offenses.
• Current and valid drivers license and Auto Insurance
• Current TB clearance

Education and/or Experience

1. High school diploma or equivalent required. (Associates or Bachelors Degree in Recreation Therapy, Human Services or Counseling or equivalent preferred.)

Language Skills

1. Ability to read and comprehend simple instructions, short correspondence, and memos.
2. Ability to write simple correspondence.
3. Ability to effectively present information in one-on-one and small group situations to clients, community agency personnel and other employees of the organization.

Reasoning Ability

1. Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
2. Ability to deal with problems involving a few concrete variables in standardized situations.

Computer Skills

1. Knowledge and understanding of Microsoft Office 365 software, specifically the ability to work with Word and Excel

Additional qualifications listed below are needed to adequately fulfill essential job duties:

• Outstanding interpersonal skills and high attention to detail
• Ability to juggle multiple tasks simultaneously
• Desire to work for / with fast paced individual
• Able to prioritize workload, meet deadlines and multi-task.
• Clear Criminal Background
• Clear Child Protective Background
• Current and valid drivers license and Auto Insurance.
• Current TB clearance
• Clear Drivers Abstract
• First Aid & CPR certification

Physical Demands:

The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of their job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

General:

1. In performing the duties of this Job, the employee is regularly required to sit while working on the computer or answering phones. Employees may occasionally be required to reach, stoop, bend, kneel, and crouch. The employee should have manual dexterity to be able to file, type, and accomplish general office tasks specific to job duties of this position. The employee is occasionally required to stand, walk and sit on floor to serve infants, toddlers, and young children. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

Travel

1. Available to travel on occasion for meetings, seminars, trainings to locations on Maui and other Hawaiian islands.

Work Environment

1. Works in a business office with computers, printers, and copiers operating and with co-workers utilizing telephone equipment. Works in a home environment and or in a day care or classroom setting with children around educational material, e...