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Special Events Coordinator

  • 20 Oct 2019 10:35 PM
    Message # 8068903
    Maeven Sipes (Administrator)

    Special Events Coordinator


    Teamwork. Integrity. Excellence. We are Aspire. Voted as one of Chicago’s ‘Best and Brightest Companies to work for’ for three years straight (2016-2018). We know that Together, We’re Better!

    Aspire is looking for a Special Events Coordinator to visualize, plan, market and execute both small- and large-scale fundraising events throughout the year. Someone who is an amazing and experienced, take charge professional with an ability to manage administration and logistics in support of our annual special events. If you are creative, organized, customer focused, and love to plan, we’d like to talk to you!

    The Special Events Coordinator should have a love for events management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers. Working with the Associate Director of Philanthropy, the Special Events Coordinator works to ensure the success of agency events and effectively coordinate communication between Aspire’s Executive Team, Board committees, planning committees, and donors.

    The candidate must be able to anticipate project needs, discern work priorities, meet deadlines with little supervision, and be willing to work occasional evenings and weekends.

    Specific Responsibilities Include:

    Event Planning, Production, and Administration  

    • Coordinate and provide administrative support to volunteer planning committees that bring events to life.
    • Coordinate event collateral and marketing/PR activities for events in conjunction with the Marketing/PR Coordinator.
    • Maintain accurate record keeping and ensure superior guest experiences through the utilization of event management software and online registration tools.
    • Secure corporate and individual sponsorships, live and silent auction items, and other donations.
    • Serves as liaison between Executive Staff and Volunteer Committees, including occasional interaction with the Board.
    • Propose new ideas to improve the event planning and implementation process.

    Donor Database/CRM software:

    • Maintain accurate and complete information in CRM particularly event-related communications and involvement. Coordinate with the Development Assistant to ensure accurate records are maintained for event-related pledges and gifts.
    • Work with Philanthropy team to develop and manage mailing lists and other reports as required for special events and annual appeal activities.
    • Assist Finance department with auditing and research tasks as related to event income/expense reconciliation.

    Minimum Qualifications:

    • 3 – 4 years experience in donor engagement, event planning, volunteer coordination, and donor and/or CRM software.
    • Strong organizational, time management, and project management skills.
    • Ability to maintain confidential information.
    • Ability to manage multiple projects/events simultaneously.
    • Excellent verbal and written communication skills.
    • Ability to work flexible hours including occasional evenings and weekends.
    • Proficient knowledge of Microsoft Office Suite.
    • Experience in the non-profit sector preferred.
    • Knowledge of online and mobile resources to improve event outcomes desired.
    • Must have access to a personal vehicle for business use.

    About Aspire

    Aspire is a leading non-profit serving more than 1,000 children and adults with developmental disabilities throughout metropolitan Chicago, Lake County and southeastern Wisconsin. Having a strong reputation for nationally recognized, innovative programs, Aspire has been recently featured in Fast Company, Forbes, Upworthy, and CBS Chicago.

    This is a full-time position with benefits. Salary is commensurate with experience. Please send cover letter, resume, and two writing samples to: Sherry Graf-Stone, Talent Acquisition Specialist


    1815 S Wolf Rd, Hillside, IL 


    Aspire is an Equal Opportunity Employer.
    Aspire maintains a drug free work place.

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