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Special Events Coordinator: Legacy Golf Tournament

Big Brothers Big Sisters of Greater Kansas City
Job Description
Posted 02/10/19 
SUMMARY
The Special Events Coordinator with the Legacy Golf focus plans and executes two, high-end, client-entertainment golf tournaments in May and June. The tournaments consist of an extensive gift salon, golfer amenities, on-course challenge holes and much more. In addition to planning the Legacy Golf tournaments, the Special Events Coordinator also provides pre-event, on-site and post-event assistance for all special events put on by Big Brothers Big Sisters Greater Kansas City. These events, to name a few, include a large-scale awards banquet, a rooftop crawl fundraiser, Bowl for Kids’ Sake, The Most Wanted Auction, and more. This position requires a very detail-oriented, organized self-starter whose role is instrumental in supporting a very busy special events program.

QUALIFICATIONS DESIRED
The successful candidate will be expected to represent the agency in a professional and ethical manner and have a passion for building relationships. This team-oriented person must have outstanding organizational skills, possess the ability to work well independently and be able to set and accomplish goals. Additionally, the candidate must be able to multi-task and manage multiple projects and assignments effectively. Candidate must be proficient in Microsoft Excel and familiar with basic fundraising databases such as Kintera and Luminate.

EDUCATION
Bachelor’s degree preferred in hospitality, marketing, communications or business with strong interest in special events and working for a non-profit organization.

EXPERIENCE
Candidate should have 1-3 years of event planning experience. Experience playing in or planning golf tournaments is also preferred. Candidate must demonstrate strong communication skills and should be able to speak effectively before groups, with high level donors and interact constructively and well with others. Knowledge of broad themes in event production and management is preferred. Self-motivation, initiative and reliability are essential. Basic office skills, record keeping, and strong organization skills are required.

PHYSICAL DEMANDS
The Special Events Coordinator will often lift and/or move up to 50 pounds and must be able to stand for long periods of time. A valid driver’s license and willingness to drive a rented U-Haul truck and events van is also required.

WORK ENVIRONMENT
The Special Events Coordinator will be based primarily at the Big Brothers Big Sisters office located in the Crossroads, with travel to various venues in the Greater Kansas City area required. Special events may take place indoors or outdoors and some weekends and evenings will be required.

DUTIES AND RESPONSIBILITIES
The Special Events Coordinator assigned the Legacy Golf focus will lead, plan and execute two annual golf tournaments.
  • Tasks include but aren’t limited to:
    • Fully planning and managing two golf tournaments
    • Selling golf teams, managing registrations and communicating with golfers
    • Managing volunteer groups, booking vendors, and finding volunteers
    • Ordering and inventorying golfer gifts
    • Managing the event budget
    • Soliciting in-kind donations
    • Planning on-course challenge holes
    • Driving a U-Haul for set up, loading and moving coolers, setting up holes
    • Creating staff and volunteer assignments, event timelines, etc.
    • Managing an all golfer event list consisting of golfer contact info, handicaps, gift salon sizing, teammates, starting hole assignments and more
    • Stewarding golfers throughout the year
The Special Events Coordinator will also help with all special events throughout the year including:
  • The Standing Ovation: Assist the Special Event Coordinator assigned the Standing Ovation focus with tasks including but not limited to: checking in guests, volunteer management, running the show slideshow, etc.
  • Rise Rooftop Crawl: Assist the Special Events Coordinator assigned the RISE focus with tasks including but not limited to: planning a themed rooftop party, volunteer management, etc.
  • Bowl for Kids’ Sake: Assist the Bowl for Kids’ Sake Manager with tasks including but not limited to: recruiting teams, entering donations, Lunch and Learn presentations, volunteer communication, team mentoring, etc.
  • Most Wanted Auction: Tasks include but aren’t limited to:
    • Managing a caseload of Honorees as assigned by the Director of Special Events including tracking campaigns, meeting one-on-one with Honorees and logging donations in Luminate.
    • Securing silent auction donations
  • Other: Tasks include bat aren’t limited to:
    • Set-up and breakdown of all special events
    • Assisting the Development team with their events as needed
    • Generating nametags
    • Data-entry and trend research
    • Shipping/transport of event related supplies
    • Other tasks as assigned
This position requires attention to detail, strong organizational skills, creative thinking and a passion for events and creating a high-quality guest experience. Office work includes but is not limited to managing multiple excel sheets and google documents, answering and returning phone calls, follow-up with inquiries, communicating with event vendors, event research, computer data entry, and assistance with mail correspondence and event records.

REPORTS TO
Director of Special Events 

TO APPLY:
Send resume, cover letter and salary requirements to Brittany Davis: brittany@bbbskc.org 
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