Role Description

Application deadline: September 28, 2023

The events planner is responsible for the planning of major events at HOPE. The events planner will provide critical event coordination and support to major regional events (MREs), the annual golf tournament, Dreaming Beyond Weekend, and Leadership Summit. Additionally, the events coordinator provides administrative, technical, and general event planning support for other local and national events coordinated or sponsored by HOPE as assigned by the senior experience manager.

• Location: Lancaster, PA Preferred (Remote Considered), United States

• Level: Professional

• Salary range: $42,000 - $50,000

• Type: Full-time

• Department: Experience Team

• Reports to: Senior HOPE Experience Manager

Responsibilities

• Promote and contribute to the fulfillment of HOPE International’s mission and vision through the creation of engaging event environments that lead to a deeper engagement with the work of HOPE International
• Planning and supporting HOPE events
• Lead annual virtual event that engages relational and annual donors
• Support planning and execution of major fundraising events such as Celebrating HOPE, Dreaming Beyond Weekend, and major regional events
• Provide support to recurring virtual events as assigned
• Support planning and execution of internal events such as Leadership Summit, Advancement Retreat, and the Experience Department’s annual retreat
• Coordinate all logistics and event planning for the annual staff Christmas party in Lancaster, PA including collaboration with the executive and experience team to create a meaningful guest experience from conception to completion; identify themes and initiate content planning for the Christmas party that are well aligned with the organization's mission, vision and values
• Lead planning for other HOPE events as assigned
• Deliver services and goods relevant to each event (ex. facilities, catering, media, audio visual, promotional suppliers, etc.)
• Identify and secure speakers and entertainment, and facilitate integration into event
• Manage registration systems as well as pre and post-event communications with event
• Track vendor payments and other event expenses, revenue, and sponsorships to effectively manage budget and track fundraising goals of each event
• Recruit, train, and lead volunteers to aid in the overall efficiency of event production
• Work with marketing team to concept collateral and establish production/lead time requirements for projects such as promotional materials, event graphics, registration and tracking systems, data collection, and décor
• Establish event-related marketing projects in coordination with the marketing team, including appropriate information prior to project start date and event updates throughout the project timelines
• Travel to support select MREs and other major events as assigned
• Events administrative support
• Provide administrative support to the HOPE Experience team including project management (Wrike), event systems management (Blackthorn), and database support (Salesforce)
• Create event-related Salesforce reports as requested
• Sourcing donor gift options in collaboration with development and marketing teams
• Add event listings to HOPE’s website which will include working with marketing to draft content and building template-based landing pages, registration forms, and donation forms; manage registrations for select HOPE events and follow-up with registrants as needed
• Provide travel support to international and domestic travelers to US-based HOPE events
• Track volunteer inquiries and coordinate external volunteers as needed
• Assist the development and church representatives with coordination of event display opportunities and complete appropriate contracts, event orders or other paperwork for HOPE to participate at events, conferences, fairs, and more, as assigned
• Attend bi-weekly marketing team meetings, bi-weekly experience team meetings, and weekly staff prayer & devotions via conference call
• Special Projects as directed by the senior experience manager

Qualifications

• Personal confession of faith in Jesus Christ and commitment to the mission and vision of HOPE International

• Three plus years of event planning experience

• Demonstrated project management skills

• Strong organizational skills, including effective time management and prioritization of competing demands/multiple deadlines

• Strong attention to detail, including analytical and problem-solving skills

• Occasional evenings or weekends when necessary

• Ability to travel 3-4 times annually to support major events and attend team retreats

• Collaborative attitude that can work well on a team

• Creative, out-of-the-box thinker who is thoughtful and level-headed in all situations

• Bachelor's degree in marketing, business, event planning, hospitality, communications, or a related field

• Excellent oral and written communication skills

• Familiarity with Salesforce a plus

• Must be able to lift up to 50 lbs

Additional information