Foundation Event Coordinator

St. Francis Hospice Foundation

Status: Part Time Non-exempt

Reports to: Foundation Executive Director / Development Officer

Location: Melbourne/Titusville/ Brevard County

Position Summary

Foundation Event Coordinator supports the planning and execution of the Foundation's events, with a focus on logistics. Working closely with the development officer, marketing department, vendors, committees, and volunteers, ensuring every detail is in place so that events run smoothly and donors have a positive experience.

Key Responsibilities

Event Logistics

• Coordinate event logistics, including timelines, checklists, floor plans, and day-of schedules.
• Manage event-day setup, operations, and breakdown.
• Track event supplies, deliveries, and rentals.

Marketing Coordination

• Work with the marketing department to ensure invitations, signage, programs, and other event materials are designed, printed, and delivered on schedule.
• Track production deadlines and proofing approvals, and follow up to keep materials on track.
• Confirm signage placement and quantities for each event.

Development Office Support

• Assist the development officer with event execution, including registration, guest lists, sponsor recognition, and seating.
• Help with donor-related event tasks as directed by Foundation staff.

Vendor Management

• Communicate with vendors such as caterers, rental companies, entertainers, and printers.
• Confirm contracts, delivery times, setup requirements, and payments with vendors.
• Serve as the on-site vendor contact during events.

Committee and Procurement Support

• Work with event committees to solicit raffle and auction items.
• Track donated items, including donor information, item descriptions, values, and acknowledgment letters.
• Help prepare auction and raffle materials, such as catalogs, bid sheets, and displays.
• Gathering raffle and auction items from donors throughout Brevard County.

Volunteer Coordination

• Recruit and schedule volunteers to fill event roles in the weeks leading up to the event and on event day.
• Communicate volunteer assignments, expectations, and arrival times.
• Serve as the primary volunteer contact during events.
• Onsite work is required
• Other duties as assigned

Qualifications

Required

• High School Diploma required. Minimum of an Associate degree or equivalent is preferred.
• 1-3 years of experience in event coordination, project coordination, or administrative support, preferably in a nonprofit setting.
• Strong organizational and time-management skills, with attention to detail.
• Ability to juggle multiple deadlines and follow up with different groups.
• Clear, professional communication, both written and verbal.
• Comfortable working with volunteers, vendors, and committee members.
• Proficiency in Microsoft Office.
• Availability for evening and weekend events.
• Ability to lift up to 25 lbs. and stand for extended periods during events.

Preferred

• Experience with galas, auctions, raffles, or other fundraising events.
• Familiarity with donor databases or auction software (e.g., Raiser's Edge / OneCause).
• Knowledge of local Brevard County vendors and venues.
• Interest in or connection to hospice and the Foundation's mission.

Working Conditions

• A mix of office work and on-site event work, indoors and outdoors.
• Hours vary by event schedule, with heavier workloads in the weeks leading up to major events.
• Occasional exposure to emotionally sensitive situations.