Events Coordinator

Who Are We?

The heart and science of philanthropy

Greater Seattle is changing and growing, and so is Seattle Foundation. “The heart and science of philanthropy” is the intersection of passion and discipline to create lasting change. As the community’s foundation, our mission is to ignite powerful and rewarding philanthropy to make Greater Seattle a stronger, more vibrant community for all. We work with more than 1,200 individuals, families, and corporations to strategically invest their philanthropic resources in ways that inspire continued giving. We also partner with philanthropic institutions, government agencies, community organizations and businesses to catalyze positive change in our community across a range of issues.

Our organizational culture is one of engaged teamwork, where we support one another in reaching our collective and individual goals while constantly learning along the way. Our office is located in the downtown core of Seattle, however our reach is much broader than that – we focus on Greater Seattle and the Eastside and also support donor interests across the country and around the globe. We seek individuals to join our 40+ (and growing!) team who are committed to our vision of a stronger, more vibrant community for all; collaboratively finding solutions; continually improving; and going the extra mile in service of our philanthropic partners and the broader community.  We’re in the midst of an exciting evolution in our work. More information about Seattle Foundation can be found at www.seattlefoundation.org.

What’s the Opportunity?

Are you a detail oriented, team player who has experience coordinating and managing various priorities? Seattle Foundation is hiring a dynamic and personable Events Coordinator. As the Events Coordinator, you will be responsible for the development and execution of SeaFdn’s events in support of the organization’s strategic goals. As the Events Coordinator, you will be coordinating with all internal departments, external vendors, partners and participants to ensure the success of events. In addition you will support, track, report on, and manage all event communications. 

Essential Functions and Responsibilities:

  • Partner with departments and external constituents as needed to identify needs and manage arrangements for meetings, including, supplies, food/beverage, room set-ups and breakdowns, audio-visual/IT requirements, decoration, and clean-up supervision
  • Collaborate with event leaders to develop run-of-show, evaluate and mitigate risks in event execution and develop contingency plans.
  • Build workflows and detailed plans for each event, working with necessary staff to fulfill each aspect of the event and develop run-of-show for all events.
  • Build and sustain an up-to-date events calendar
  • Generate and send event invitations and track RSVPs
  • Establish internal communications on events and use of events spaces
  • Oversee the events budget for the MarCom Department
  • Support off-site events, including acting as liaison between SeaFdn and outside facilities
  • Preserve a current and accurate list of event vendors, including caterers; audio-visual providers; furniture, fixtures and equipment vendors; florists; outside event planners; and music
  • Maintain and update appropriate policies and procedures for both internal and external meetings and events held by SeaFdn and outside organizations
  • Equip staff and board with annotated guest lists
  • For SeaFdn-funded event sponsorships, ensure sponsorships deliverables are understood, documented and executed in a timely fashion, including benefit such as advertising, logo usage, speaking opportunities, table seatings, etc. Communicate sponsorship benefits to SeaFdn staff so expectations are clear and can be planned for.
  • For event sponsorships made to Seattle Foundation by corporations and other institutional partners, work with SeaFdn staff to ensure sponsorship deliverables are documented and executed according to agreement, and sponsors receive accurate acknowledgement of their donations.
  • Maintain event sponsorships budget and ensure that all commitments are fulfilled in a timely manner and total expenses come in at or under budget.
  • Observe the philanthropic ecosystem to identify potential event sponsorship opportunities that are aligned with SeaFdn’s mission, goals and strategies. Research and present recommendations during annual budgeting process.

What Are We Looking For?

Preference will be given to candidates with knowledge and demonstrated experience in:

  • Bachelor’s degree in communications, marketing, hospitality management, or equivalent experience
  • 3 – 5 years of professional experience in planning, implementing and executing events
  • Experience in fundraising and cultivating events for high net worth donors
  • Experience using web content management software, MS Office Suite, Blackbaud Raiser’s Edge and Eventbrite
  • Be available and willing to work flexible and additional hours as needed. (Work hours will require some evenings and/or early mornings.)
  • Ability to set-up tables, chairs, lifting boxes and other light physical activity, including lifting up to 50 pounds

We Are Also Looking For:

  • Excellent planning, documentation skills and a high degree of attention to detail
  • Ability to self-start, work independently and achieve high standards to meet deadlines and expectations
  • Ability to be flexible, adaptable, and work collaboratively under deadline pressure and ambiguity
  • Experience working with senior executives
  • Maintain professionalism during stressful situations and able to provide a high-level of customer service in a calm manner

What Can You Expect?

A collegial work environment; a competitive salary and excellent benefits, including health insurances (medical, dental, vision and long-term disability); a generous retirement plan match; and vacation/sick leave.

What are the Physical Demands and Working Conditions?

The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the essential functions of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

This position works in an office, and the noise level in the work environment is usually low to moderate. While performing the duties of this job, the employee is occasionally exposed to toxic or caustic chemicals, i.e. copier toner.

How Do I Apply?

As an equal opportunity employer, Seattle Foundation is committed to a diverse, multi-cultural work environment.  Seattle Foundation does not discriminate in employment on the basis of age, race, creed, gender, religion, marital status, veteran’s status, national origin, disability, or sexual orientation. People of color, people with disabilities, and people of diverse sexual orientations are encouraged to apply.

Please send cover letter and resume to: hr@seattlefoundation.org. The position is open until filled.