Global Special Events Coordinator

ABOUT OUR CLIENT

DKMS is an international nonprofit organization dedicated to the fight against blood cancer and blood disorders by creating awareness, recruiting stem cell donors to provide a second chance at life, raising funds to match donor registrations costs, and supporting the improvement of blood cancer therapies by our own research.

POSITION SUMMARY

As a member of the Global Communications team, the Global Special Events Coordinator will support the development and PR initiatives for the organization across its markets in the US, the UK, Germany, India, Poland, Chile, and South Africa.

In collaboration with the Global Special Events team, the Coordinator will be responsible for the fundraising, promotion, planning and production of special events, with a primary focus on galas and cultivation dinners in New York and London. There will be additional opportunities to contribute to special events in other company markets as the program grows. In addition to event-specific logistical support, this position will help to steward relationships with corporate partners, sponsors, and major donors and elevate the company's brand through marketing and PR initiatives.

RESPONSIBILITES

Responsibilities will include, but are not limited to:

Event Logistics Support 

• Manage relationships to coordinate transfer of mailing lists, sponsorships, reservations, assets, and information from event honorees, chairs, and other stakeholders
• Coordinate event logistics for global special events team, including setup, teardown, transportation, and staffing, to ensure smooth operations on event days.
• Ability to step in when needed in order to achieve team and event goals.
• Oversee event marketing and fundraising communications, including early reservation letters, email campaigns, evites, and invitations; and maintain master mailing lists to segment appropriately and personalize for each communication campaign
• Serve as the main point of contact for VIP seating requests; prepare for and conduct formal seating approval process with key stakeholders; oversee VIP calligraphy placement
• Provide on-site event support, including but not limited to check-in and guest services, volunteer management, and live auction support
• Support PR outreach and promotion as needed

Fundraising Administration 

• Maintain accurate information in Salesforce and pull reports for mailings and analysis
• Analyze fundraising performance and recommend follow-up strategies to secure renewals; analyze leadership fundraising performance to increase potential funds raised
• Fulfill sponsor benefits, including accurate logo/listing placement in digital and print materials

Marketing & Collateral 

• Develop email and text solicitation campaigns, including creative direction and copy, and oversee execution in collaboration with marketing teams
• Oversee digital asset creation, including event landing pages and online ticketing and donation forms
• Review and provide feedback on print collateral, including mailed invitations, on-site materials, and internal communications

Stewardship & Donor Cultivation 

• Plan and coordinate kick-off events and develop and deliver presentations to a variety of audiences, including event leadership, prospective major donors, and internal staff.
• Cultivate donor relationships to increase giving and continuously reach and exceed fundraising goals.
• Conduct research on prospective sponsors, event leadership and committee members, and vendors
• Organize thank you gifts, impact reports, and giving updates for event sponsors

Project Management 

• The Coordinator may be assigned to oversee certain, smaller events. As it relates to these assigned events, they will:
• Meet with key players, set agendas, and send follow-ups
• Create event timeline, budget, communication strategy, and task timelines
• Manage and oversee vendors and internal team members, in preparation, day-of execution, and post-event wrap up tasks

REQUIREMENTS/QUALIFICATIONS

• Bachelor’s degree (or equivalent work experience)
• Minimum 3-5 years of professional experience, preferably in fundraising, development, event planning, PR, marketing, or executive support
• Experience working independently and without supervision
• Excellent written and verbal communication skills, especially as it relates to collaborating with team members remotely and speaking with sponsors over the phone
• Possess strong interpersonal skills and high emotional intelligence
• Highly organized and resourceful
• Efficient, natural problem solver, multi-tasker, high level of focus on details. All the details, big and small, must be managed as flawlessly as possible
• Proficient with technology with an aptitude for learning new systems -- Microsoft Office Suite (i.e. Word, Excel, PowerPoint, etc.) essential.
• Detailed knowledge and experience with Salesforce software or another database
• Forward thinker that is excellent with anticipating needs and/or potential issues
• Must be proactive, extremely detail-oriented, and ready to pivot to address changing needs
• Ability to work on tight deadlines while producing high-quality work
• Available for early morning, evening, and/or weekend work as needed
• Must be available and have required documents for domestic and international travel
• Ability to lift and carry boxes up to 20lbs, stand for long periods of time, and set up and break down event materials.
• Preferred but not required: valid driver’s license

Benefits:

• Dental insurance
• Health insurance
• Paid time off