Signature Events Coordinator

About Little Smiles Little Smiles helps professionals give kids in their care the chance to be kids during difficult times. A wide range of caregivers help children of all ages who are facing devastating circumstances, including terminal illness, abandonment, and other trauma. These are children who often spend many nights alone in hospitals, hospice facilities, shelters, and temporary homes and who can be subject to painful procedures and other emotional strains that they are not equipped to handle. The professionals working with them understand each child's unique situation and how to help them heal, but they often lack the resources and financial support to make them smile. That is why they turn to Little Smiles, which provides volunteers, supplies, and funds to make it possible for them to add joy to the lives of the children they care for.

Job Description

Position Overview: Working collaboratively with the Senior Manager of Community Relations, other staff, and key stakeholders, including the Board of Directors, the Signature Events Coordinator will play a critical role in overseeing the execution of key signature events in support of fundraising goals and public awareness objectives.

Role and Responsibilities

● Oversee the organization, coordination, and execution of signature events, including the annual Little Smiles Stars Ball gala, Bamboozle, Golf Tournament, and Toy Drive.● Launch registrations for signature events.● Create event communications and collateral such as save the dates, invitations, sponsorship proposals, programs, flyers, and other marketing materials as needed.● Coordinate live and silent auctions for signature events. This may include item acquisition, managing the auction database, training and managing volunteers, event day set-up, execution, distribution of items, and follow-up as needed.● Take charge of logistics planning, including venue selection, transportation arrangements, catering, audiovisual equipment, and other event-related services.● Liaise with external vendors and suppliers to secure necessary services and equipment to ensure that vendors deliver services in accordance with agreements.● Help secure in-kind donations for signature events.● Provide staff support and leadership to event chairs and related committees formed to help secure sponsors and participants. Support may include keeping records, attending committee meetings, preparing meeting notices and minutes, handling correspondence, and meeting with event committees.● Assist with planning, implementation, and production of signature fundraising events, including vendor relationships, budgets, and event logistics. May coordinate activities related to the event program.● Maintain spreadsheets of all special event timelines.● Represent Little Smiles in a positive manner at all times, including working with staff, volunteers, donors, and vendors.

Physical Demands

The physical demands here are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Must be able to lift up to 50 pounds occasionally.Must be able to stand and sit for long periods of time.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is occasionally exposed to weather conditions. The noise level in the work environment is usually moderate.

Qualifications and Education Requirements

Required● Excellent written and presentation communication skills● Ability to manage multiple projects● Minimum of two years experience in coordination of projects and events● Exceptional organizational and time management skills● Current Florida driver's license● Ability to load and drive the Little Smiles van● Possess strong interpersonal skills, common sense, and a warm and outgoing personality. This is extremely important given the diverse nature of the organization and the communication aspects of the position, both internal and external.● Proficiency in computer skills, database management, and office software● Uphold the ethical standards of the Agency● Follows policies and procedures of the Agency● Ensures risk management practices are followed to maximize opportunities● Must work evenings and weekends as required to fulfill workload requirements.

Preferred● Bachelor's Degree in Event Management, Hospitality, or a related field.

All questions and inquiries about the position can be directed to Luke Lostroscio at Luke@littlesmiles.org.