Title:  Special Events and Development Coordinator

Essential Duties:

Planning and execution of at least 4 agency fundraising events per year including corporate sponsorship, recruitment and support of committee members, donor identification and conversion, and data recording

Event Planning 60%

  • Develop and execute timeline for each special event to ensure that events are organized and executed efficiently and smoothly
  • Coordinate with other staff members concerning their responsibilities based on the timeline. Proactively manage information flows between staff members so that everyone can complete their piece
  • Negotiate and coordinate all logistics for special events of various sizes.
  • Create and adhere to event budgets including revenue goals for ticket sales and sponsorships
  • Arrange and coordinate speakers, entertainment, food and beverage and other related event details including in-kind donations
  • Work with Committee members and Board of Directors to identify potential sponsors and coordinate approach
  • Develop and implement information for Special Events including sponsorship materials, BidPal posting, committee member communication
  • Ensure timely implementation of BidPal resources including ticket sales, sponsor recognition, and silent auction items
  • Provide necessary information to Marketing/Corporate Relations Manager to create communication materials
  • Provide information to Committee members and Board of Directors to support their efforts in soliciting sponsors, selling tickets, & acquiring silent auction items
  • Provide necessary information for Board packets to support Board Member involvement

Committee Management 25%

  • Provide staff support to special events committees
  • Identify and recruit new committee members
  • Identify, support, and work with Special Event chairs to ensure the success of the events including development of agendas and minute distribution
  • Provide information to Committee members and Board of Directors to support their efforts in soliciting sponsors, selling tickets, and acquiring silent auction items
  • Create appropriate corporate sponsorships
  • Identify and solicit potential sponsors

 Attendee Management 10%

  • Develop, implement and maintain efficient database system for event attendee information and reports
  • Assist Development Director in converting event attendees to donors
  • Make creative connections between and among people, events, programs, and their associated circles.

Miscellaneous Duties 5%

  • Serve on Committees of the Board and others as deemed necessary by the Executive Director
  • Contribute to the HEARTH community publications
  • Serve as a liaison to program participants for Donor Services
  • Participate in Community Outreach Activities
  • Perform other duties as assigned


  • Bachelor’s degree
  • 3-4 years experience in special event planning
  • Excellent written and verbal communication skills
  • Proficiency in Microsoft Office Suite
  • Detail-oriented, with superior organizational and planning skills.
  • Ability to interact effectively with all levels of management, personnel, volunteers, donors, program participants, and the public
  • Demonstrated ability to increase revenue from special events
  • Demonstrated ability to work effectively with people of diverse backgrounds and promote a positive working environment, spirit of cooperation, and positive reactions to change
  • Demonstrated excellent interpersonal, communication and presentation skills, both written and oral which transcend diverse audiences
  • Demonstrated motivational and problem solving capabilities with a high degree of integrity, ethics, and dedication to the mission

Physical Demands:

This is an active position which requires moving between buildings, visiting event sites, lifting up to 30 pounds. The physical effort typically required in this job includes:

  • Fingering or manual dexterity, repetitive finger motion, speaking, hearing
  • Regular sitting, seeing at close range and distances
  • Lifting items of up to 30 pounds
  • Transporting donations and event items between buildings and floors

This is a full time exempt position. Benefits are available per personnel policies.  The salary range is $37,000 – $41,000.

To apply:
Submit a resume and cover letter that addresses experience with special events, committee management, and sponsorship solicitation.

Mail to:        HEARTH – Personnel, P.O. Box 318, Glenshaw, PA  15116
or Email to:  dbtroy@hearth-bp.org
or Fax to:     412-366-9805