Event Coordinator

Job Posting

Title: Event Coordinator 

www.atlantapolicefoundation.org

Job Type: Full-Time (On Site)

Salary: Commensurate with experience. 

ABOUT THE ATLANTA POLICE FOUNDATION

The Atlanta Police Foundation (APF), established in 2003, brings together the public and private sectors to make Atlanta a safer city for residents and visitors. Through public safety strategies and partnerships, the Foundation, a 501(c)(3), provides a means for individuals, community members, and businesses to engage and donate funds to prevent and reduce crime. The Foundation’s programs address the city’s public safety needs, including increasing police visibility, leveraging state-of-the-art technology to fight and prevent crime, and developing strong leaders within the Atlanta Police Department through enhanced training.

 

Our six signature events raise support for APD officer recruitment and retention, the Crime Stoppers Tip Line, and APF’s major initiatives, including the At-Promise Youth Centers, Connect Atlanta’s integrated camera network and Real-Time Crime Center, Secure Neighborhoods Community Policing initiatives, and the Atlanta Public Safety Training Center. 

POSITION SUMMARY

The Event Coordinator oversees all aspects of fundraising events, including strategic planning, budgeting, project management, and implementation. The Event Coordinator will be expected to work closely with APF’s senior leadership and key stakeholders, including Board members, honorary event chairs, donors, and host committee volunteer leaders. The candidate must also possess excellent project management skills, including the creation and utilization of budgets, timelines, event schedules, and other appropriate tools to facilitate organized, well-run events.

ESSENTIAL RESPONSIBILITIES AND DUTIES

Event fundraising management: Develop and implement unique fundraising strategies related to special events. Utilize project management tools and skills to organize and oversee APF events, including fundraisers as well as cultivation and recognition events for donors and prospective donors. Oversee securing all required permits and licenses before events. Manage internal and external resources to produce all event materials and signage, and assist with publicity and media coordination. Continuously evaluate current special events to determine if they are effective fundraising vehicles.

Budgeting and project management: Create and adhere to project budgets and timelines for special events. Track, collect, and report on funds raised for special events. Monitor progress of registration, ticket sales, and income goals and adjust plans as appropriate. Create income and attendance projections for events. Conduct post-event follow-up and action steps, including debriefs with staff and volunteer leadership, distribution of acknowledgments and sponsorship reports, and working with the internal and external resources to support event-related media relations efforts.

Strategic planning: Identify potential new revenue sources through third-party (vendors) fundraising efforts. Work closely with the Director of Corporate Development and Partnerships to identify sponsorship opportunities and assist with events/experiences for our corporate partners and donors.

Donor Relations: Recruit, steward, engage, and communicate with individual donors, host committee(s), and various funders to build relationships and deepen their affiliation with APF through events. Communicate with stakeholders and donors on an as-needed basis, strictly adhering to APF Development policies regarding communications between donors and staff.

Vendor relations: Work closely with and negotiate contracts with external vendors to coordinate goods and services for special events. Manage relationships and bidding processes to ensure the best service and most efficient cost for goods and services.

Event attendance: Attend and work at APF events and the Public Safety Training Center (PSTC) tours that may occur outside the office and outside of work hours. This includes some evening and weekend hours.

In-kind donation solicitations: Identify and solicit prospects for significant in-kind donations in support of APF events. Desired donations include prizes for use in silent auctions (e.g. major prizes and/or prize packages) or in-kind donations of goods or services that are used for events (e.g. food, beverage, entertainment). Select and package prizes and handle on-site logistics for silent auctions.

Volunteer management: The Event Coordinator will be expected to provide leadership and direction for staff and/or interns, paying particular attention to communicating clearly, respectfully, and promptly with volunteer leadership.

Other duties assigned by the CEO, VP of Development, and the Director of Corporate Development and Partnerships. Provide overall Development support to foster a team player mentality and increase productivity. Communicate clearly and effectively with the team to create an encouraging and enjoyable working environment.

ADDITIONAL RESPONSIBILITIES

• Work closely with the Director of Corporate Development and Partnerships, keeping them informed of all activities related to Signature Events and community outreach.
• Work with the VP of Communications to provide content for newsletters, social media posts, and other communications that are related to events.
• Capture and record accurate constituent information in Blackbaud Raisers Edge, including donor records, notes, and event attendee information.
• Lead by example, always professionally representing APF both in conduct and appearance, ensuring to be suitably attired and groomed during working hours and anytime the candidate is working on behalf of the organization.

QUALIFICATIONS AND REQUIREMENTS

• Bachelor’s degree or equivalent work experience is highly preferred.
• At least two years of previous experience in organizing and coordinating events required; with prior experience in fundraising preferred.
• Some experience using a donor management system is preferred.
• Excellent relationship management skills are required as this role will interact with donors, vendors, and stakeholders regularly.
• Hospitality experience is preferred with proven results in delivering exceptional guest experiences that foster lasting connections and positive impressions.
• Exceptional verbal and formal writing skills with the ability to convey professionalism, gratitude, and organizational voice in written communications.
• Flexibility regarding working evening and weekend hours is required.
• Strong attention to detail, the ability to organize information, and the ability to prioritize will be critical. The individual must be able to work in a fast-paced environment and start and resume projects as priorities change.
• This position requires a team-oriented person who understands the dynamic of working with a diverse team to achieve organizational goals.
• The ability to inspire and support volunteers and create a positive experience for them is also necessary.
• Adaptability and ability to overcome last-minute obstacles
• Computer proficiency, particularly MS Word, Excel, Outlook, PowerPoint, G Suite & Canva

PHYSICAL REQUIREMENTS

The employee is regularly required to sit at a computer, answer the telephone, use hands and arms to write, file, and perform other office duties. The employee is occasionally required to drive a car and lift at least 25 lbs.

BENEFITS

Salary is commensurate with experience. This position offers a generous benefits package, including health/dental/life insurance, vision, and a 403 (b) retirement plan with employer match.