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Job Summary: The Special Event Coordinator position is a part-time, remote-hybrid role responsible for planning, organizing, and executing fundraising and community events that support the mission of Community Harvest Food Bank. The person in this role will be responsible for managing event logistics, coordinating invitations and attendee communications, soliciting sponsorships, and overseeing onsite event execution. The ideal candidate is highly organized, detail-oriented, and capable of working independently while collaborating with staff, volunteers, and community partners. This role requires flexibility, strong communication skills, an outgoing and engaging personality, and the ability to multitask and remain productive in a home office environment. Occasional time will also be spent in the Community Harvest Food Bank office as required by the Director of Development.

ESSENTIAL JOB FUNCTIONS:

• Plan, coordinate, and execute fundraising and community events throughout the year, including Gala, Canstruction, U Can Crush Hunger, Trunk or Treat, Serving You Saturday, appreciation events, and more.
• Manage event logistics, including securing venues, catering, permits, entertainment, and rentals where required.
• Develop and track event timelines, budgets, and checklists to ensure successful execution.
• Coordinate event invitations, registrations, and attendee communications.
• Identify, solicit, and secure sponsorships and in-kind donations for events with input from the Resource Development department and Director of Development.
• Maintain and update sponsor and donor data and requirements related to event activities.
• Develop promotional materials, including event announcements, flyers, and digital content (in collaboration with Resource Development and outside graphic design services).
• Work closely with vendors, volunteers, staff, and stakeholders to ensure seamless event execution. (Volunteer Manager, Transportation Department, Resource Development Department, Inventory, and/or Program staff)
• Assist with event setup, on-site coordination, and post-event breakdown.
• Monitor and assess event success, collecting feedback and data for future improvement.
• Develop new ideas for possible community events, appreciation events, or fundraising events

ADDITIONAL RESPONSIBILITIES:

• Represent Community Harvest Food Bank at networking and promotional events.
• Assist in developing creative engagement strategies for events.
• Maintain records of event expenses, donor interactions, and sponsorship outreach.
• Support other fundraising and community engagement efforts as needed.
• Maintenance of a neat, clean, and professional appearance at all times when representing the food bank.
• Evening and weekend hours as requested.

PROFESSIONAL REQUIREMENTS:

• Prior experience in event planning, fundraising, or nonprofit event coordination preferred.
• Strong organizational and multitasking skills, with attention to detail.
• Excellent communication and interpersonal skills to engage donors, sponsors, and attendees.
• Ability to work independently and collaboratively within a team.
• Self-motivated, able to maintain high productivity in a home office environment.
• Proficiency in Microsoft Office, Google Docs/Sheets, and project management applications (such as Notion) preferred.
• Ability to adapt to shifting priorities and problem-solve in fast-paced environments.
• Availability to work flexible hours, including some evenings and weekends for events.
• Reliable transportation for on-site event needs and local travel to work related appointments and meetings.
• Experience with a non-profit organization or food bank helpful.
• Proficiency in computer/office applications.

EDUCATIONAL REQUIREMENTS:

• Degree in event planning, communications, marketing, nonprofit management, or equivalent life and/or work experie ce in lieu of degree required.

Note: This job description is not intended to be all-inclusive. Employee may perform other related duties as assigned to meet the ongoing needs of the organization.

Job Type: Part-time

Pay: $20.00 per hour

Expected hours: 1 - 29 per week

Benefits:

• Flexible schedule

Schedule:

• Day shift
• Evenings as needed
• Weekends as needed

Work Location: Hybrid remote in Fort Wayne, IN 46816