MEETING & EVENTS COORDINATOR

Communities Foundation of Texas – Dallas, TX

POSITION DESCRIPTION

JOB TITLE: Meeting & Events Coordinator STATUS: Non-Exempt

REPORTS TO: Facilities & Events Manager HOURS: Full Time

DATE: March DEPT: Facilities / Educate Texas

CFTs Vision
To build thriving communities for all


CFTs Mission

CFT stimulates creative solutions to key challenges in our community. We thoughtfully and effectively
support our diverse donors and grantees by providing exemplary service and by demonstrating

accountability. We improve lives through an unwavering commitment to lasting impact.

CFTs Values
Enhancing the experience and impact of giving through:. Exemplary service;. Wise stewardship of resources; and as a. Trusted partner for community knowledge and collaboration.

Communities Foundation of Texas main focus is to enhance the experience and impact of giving for

individuals, families, companies, foundations and nonprofits by offering charitable tools like donor-advised

funds, scholarships, North Texas Giving Day and more. CFTs strategic plan includes ) growing giving in our

region, ) catalyzing change in critically important areas such as education, medical and scientific research

and public safety and ) strengthening the local philanthropic sector of donors and nonprofits. CFT

programs include Educate Texas, Working Families Success Network, the W. W. Caruth, Jr. Fund and other

key initiatives. Since , CFT has granted more than $. billion to support nonprofits in our region,

across the nation and the world. Learn more at www.CFTexas.org and through this recent overview video.

Summary

The Meeting & Events Coordinator will report to the CFT Facilities & Events Manager to plan, organize and

execute all aspects of internal and external meetings and events ranging from small group luncheons to large-

scale events with hundreds of attendees for both CFT and its education initiative, Educate Texas (EdTx). CFT

hosts approximately meetings and events annually for both internal and external groups. EdTx hosts

and/or participates in more than meetings and events annually in various locations in Texas. The Meeting

and Events Coordinator will collaborate with internal staff and departments across the organization for

planning and coordinating details related to executing meetings and events. This position requires event

planning and management experience, a positive attitude, ability to work independently, clear understanding

of the fundamentals of customer service and a high degree of poise.


Key Responsibilities

  • Develop an understanding of the both CFT and EdTX and their respective constituents to
  • appropriately prioritize events and facilities support

  • Maintain an accurate and up-to-date calendar of meetings and events for both and
  • communicate logistical information internally and externally as appropriate

  • Secure meeting/convening room space both internally at CFT Headquarters and externally for
  • convenings held off-site and oversee room set-up

  • Lead contract negotiations for offsite event space needs
  • Act as point of contact for internal and external partners regarding event details
  • Secure food and beverages required for meetings/convenings
  • Secure/coordinate AV and technology setup and support
  • Develop understanding of budgets, funding, and coding; Secure cost estimates against plans;
  • Manage event expenses

  • Assist with preparation and obtaining meeting/convening materials
  • Provide any needed day-of event oversight and support (including registration, vendor
  • management, load-in/load-out, etc.)

  • Participate in meeting/convening post debriefs
  • Maintain current, accurate database and build relationships with event vendors both locally
  • and across the state, such as caterers, audio-visual providers, florists, event planners, music,

    security firms, valet, etc.

  • Manage event supplies (table cloths, step and repeat banners, pop-up banners, etc.) and EdTX
  • event kits

  • Coordinate and arrange for dry cleaning as needed for organization-owned tablecloths,
  • napkins, etc.

  • Provide assistance with other building-related work as requested including holiday decorating,
  • vendor supervision and special projects

  • Plan and execute all events within CFT event standards and protocols
  • Other duties as assigned
  • As a representative of the EdTX marketing and communications team the coordinator will work

    with appropriate EdTX cross-functional teams to:

  • Strategize and facilitate the type, scale, tone, theme, audience and content for each event;
  • Assist with defining event goals

  • Develop and manage timeline(s)
  • Identify attendees and build invitation lists
  • Set up appropriate registration and reporting tools (for both paid and unpaid events) Identify
  • and manage event support elements (printed and digital, such as save-the-dates, invitations,

    webpage(s), event aps, general collateral, signage, dcor, giveaways, name tags, etc.)

  • Coordinate event support staff (employees or volunteers)
  • Secure and manage photographers and videographers as needed

  • Maintain look and feel of events to best and consistently represent the EdTX brand
  • Qualifications

  • Bachelors degree, or equivalent experience preferred
  • Certification as meeting planner preferred, but not required
  • At least three to five years of professional experience in planning and implementing events or
  • similar career experience working with scheduling and managing meeting and/or similar

    functions is preferred

  • Project management experience
  • Experience working with volunteer advisory boards and with nonprofit agencies is preferred
  • Experience using Blackbaud software suite is a plus
  • Skills & Requirements

  • Customer oriented, anticipating and responding proactively to the needs and concerns of
  • others

  • Ability to be flexible, adaptable and work collaboratively under deadline pressure
  • Maintain professionalism during stressful situations and able to continue to provide a high-level
  • of customer service in a calm manner

  • Establish and maintain effective working relationships at all levels of the organization, as well as
  • with external vendors, partners and suppliers

  • Self-motivated, and able to work independently with minimal direction.
  • Organizes and prioritizes work, using time and resources wisely with a high degree of attention
  • to detail

  • Excellent written and oral communication skills
  • Able and willing to work flexible and additional hours as needed; work hours may require some
  • evenings, early mornings and/or holidays

  • This position will be located in Dallas with travel as necessary
  • While performing the functions of this job, the employee is occasionally required to lift, carry
  • (up to pounds), stoop, bend, climb, crawl, push, pull or perform other physical activities

  • Walk and/or stand for long periods of time
  • Valid state issued drivers license
  • Disclaimer: The above statements are intended to describe the general nature and level of work being

    performed by employees assigned to this classification. They are not intended to be construed as an

    exhaustive list of all responsibilities, duties and/or skills required of all employees within this class.

    Accommodations: Reasonable accommodations may be made to enable individuals with disabilities to

    perform the essential functions of the position.

    Send your cover letter, resume and salary requirements to: careers@cftexas.org

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