SPECIAL EVENTS COORDINATOR/ADMINISTRATIVE ASSISTANT

JOB DESCRIPTION | PUBLISHED AUGUST 28, 2018

OVERVIEW

SF City Impact is a non-profit organization that exists to intervene on behalf of the people in the inner city of San Francisco. We ensure every decision keeps our pace, benefits our people, and helps tract towards our strategic plan. 


ROLE SUMMARY

Coordinate all major event logistics (Conference, Outreaches, Serve Days, Gala, and Donor Related Events as needed. Provide administrative assistance to direct manager, which will include high level projects related to the organization.

SPECIFIC DUTIES AND RESPONSIBILITIES

  • Coordinate logistics for all special events, including Conference, Galas, Outreaches & Serve Days

  • Manage corporate serve days

  • Help facilitate team meetings and delegate responsibilities

  • Budget and purchasing lead

  • Create supply needs and budget

  • Organize supplies year round and maintain inventory levels

  • Registration & ticket sales lead

  • Contact past churches/groups to attend

  • Manage ticketing trend, set goals, and track productivity

  • Create and manage CVent to ensure best sign up process

  • Work with VIP’s and special groups

  • Work with Executive Officer’s on their vision for booking special guests (speakers, worship teams) and coordinate booking logistics

  • Work with development team to create a unique and positive experience

  • Apply for proper permitting

  • Work with production team and their needs

  • Brainstorm with Marketing department on social media strategy

  • Collect W9’s and proper paperwork

  • Top donor/Development events

  • Work with development team to set expectations for Gala’s and other cultivation events

  • Run all off-stage, day-of logistics of said events

  • Manage invitation, attendance and registration leading up to and on day-of

  • Book/manage vendors based on Development Directors vision for event

  • Incorporate corporate sponsors into night of event

  • Administrative Assistant (Interim)

  • Working on SFCI related project based tasks often times not pertaining to events

  • Taking minutes in high level meetings

  • Prepare and plan for all staff related events/meetings/emails when necessary

  • Help maintain calendar, coordinate meetings/conference calls when needed

  • Notate important info in Salesforce when needed to build info database for development

  • SFCI Main Phone Line

  • Reply/direct SFCI info@sfcityimpact.com emails to dept. managers

  • Miscellaneous tasks as needed

PHYSICAL DEMANDS

  • Stand or sit for extended amounts of time

  • Walk, bend, twist, & kneel

  • Talk and hear

WORK CONDITIONS

  • This job operates in a professional office environment

  • Days and hours of work are typical business hours, with occasional evenings and weekends for special events

  • Conduct high level of professionalism and strong working relationship with EO’s

  • Frequent reporting to direct manager on cadence they deem fit

  • Maintain a good and flexible attitude

  • Discretion required at all times

  • Positive and upbeat persona when meeting new clients, vendors, donors, staff etc.

ADDITIONAL ELIGIBILITY QUALIFICATIONS

  • Must have an intimate, personal relationship with Jesus Christ

  • Must have compatible theology on major issues of SFCI’s Statement of Faith

  • Must be committed to serving God and the body of Christ

 

SCHEDULE

Monday-Friday with flexibility to assist with development and church events when needed

HOURS

40 hours per week

Non-exempt

REPORTS TO

Business Administrator

WORKS WITH

Staff, volunteers, donors, and special guests