Events & Operations Coordinator

LOCATION: Tampa Bay, FL

ESSENTIAL FUNCTIONS

The Events & Operations Coordinator plays two principal roles within the Fish & Wildlife Foundation of Florida. Under the supervision of the Director of Communications & Events, the coordinator will play a central role in the planning and execution of the Foundation’s various special events, including its large annual gala. Under the direction of the President & CEO, s/he will serve as the administrative point person for the Foundation’s Board of Directors, scheduling Board and Committee meetings, preparing Board correspondence and meeting materials, and serving as an administrative resource for Board members with questions.

The Events & Operations Coordinator will also serve as manager of the Foundation’s office in St. Petersburg. The Director of Communications & Events will serve as the principal supervisor for the Coordinator, with the President & CEO helping direct this person’s work with the Board and office management. S/he will collaborate with staff throughout the organization, along with Board members, donors, vendors, FWC staff, and volunteers.

PRINCIPAL DUTIES

Event Coordination

• • Coordinate event logistics, such as venue booking, vendor selection, catering arrangements, event budgets, timelines, and on-site management for fundraising galas, donor meetings, and educational presentations.
  • Represent the Foundation at community and partner events to enhance organizational visibility. Maintain detailed records of event logistics, attendees, budgets, and outcomes.
  • Work closely with outside event planners and other vendors in planning and execution of events.
  • Coordinate event committee meetings and communications with committee members.

Administrative Liaison to the Board of Directors

• Take the lead in the logistical planning of the Foundation’s quarterly Board meetings, securing hotels, meeting rooms, field trips, and transportation as needed for in-person meetings and scheduling Zoom calls for online Board meetings (two each per year).
• Maintain the Foundation’s intranet site for Board members, ensuring the timely posting of Board and Committee meeting materials, reference documents, and other information.
• Oversee the gathering of materials for each Board meeting book and produce and disseminate an electronic and hard copy version.
• Take minutes at each Board meeting and, when requested, at Board Committee meetings.
• Correspond on a regular basis with the Board on administrative matters, including logistics for upcoming meetings.

Office Management

• • Ensure the smooth operation of the St. Petersburg office, managing supplies, equipment maintenance, and office organization.
  • Maintain the St. Petersburg inventory of event supplies, publications, and other Foundation materials.
  • Liaise with FWC staff and office-related vendors and service providers, maintaining good relationships and ensuring timely service delivery.
  • Provide administrative assistance to St. Petersburg staff as needed.

KEY KNOWLEDGE & SKILLS:

• • Bachelor’s degree and at least three years related work experience or the equivalent combination of education and experience. Nonprofit and events experience preferred.
  • Highly organized with strong attention to detail and proven project-management skills, with the ability to manage multiple tasks simultaneously and prioritize competing demands.
  • Strong interpersonal skills and emotional intelligence, with the ability to interact successfully with Board members, donors, colleagues, state employees, and the public at large.
  • Excellent oral and written communication skills.
  • Proficiency in Microsoft Office and project-management tools.
  • Passion for conservation and environmental protection.
  • Knowledge of fundraising principles and practices a plus.
  • Fluency in Spanish a plus.

COMPLEXITY/PROBLEM SOLVING:

• Creative problem solver with the ability to anticipate and address potential issues before they arise.
• Ability to adapt or modify projects and processes in response to changing circumstances, often on short notice.
• Ability to interpret guidelines and analyze information.

DISCRETION/LATITUDE/DECISION-MAKING:

• Duties are performed under general supervision and established guidelines.
• Demonstrates common sense, flexibility, and teamwork with ability to exercise independent judgment.
• Opportunity to act independently on assigned tasks. Refers difficult questions and unusual problems to supervisor.

RESPONSIBILITY/OVERSIGHT – FINANCIAL & SUPERVISORY:

• Supervise volunteers, interns, vendors, or contractors.
• Financial responsibility may include working within a budget to complete projects and assisting with budget development and meeting fundraising goals.
• Works within scope of program’s strategic goals.

COMMUNICATIONS/INTERPERSONAL CONTACTS:

• Demonstrated experience using effective interpersonal skills, listening, diplomacy, and tact to build strong professional relationships and motivate vendors, staff, and volunteers.
• Well-developed written and oral communication, negotiating, and organizational skills.

WORKING CONDITIONS/PHYSICAL EFFORT:

• Comfortable working remotely much of the time.
• Work requires only minor physical exertion and/or physical strain. Work environment involves only infrequent exposure to disagreeable elements.
• Overnight travel, usually within Florida, required.
• Must have personal transportation to visit venues, attend meetings, etc.

Please submit your resume and cover letter to the following address by June 13, 2025:

Events & Office Coordinator Position

mashton@wildlifeflorida.org