Friends of Birmingham Botanical Gardens*

FRIENDS OF BIRMINGHAM BOTANICAL GARDENS*

Special Events Coordinator

FUNCTION

Under supervision of the Director of Development (DOD), the Special Events Coordinator (SEC) manages all aspects of special events for Friends of Birmingham Botanical Gardens (The Friends). These events include, but are not limited to, fundraising events, celebrity lectures, plant sales, antique shows, auctions, other sales, plant shows, garden events (e.g., Earth Day at The Gardens), mixers, parties, special presentations, and educational conferences. The SEC is the primary Friends liaison with plant societies and outside organizations relative to their events at Birmingham Botanical Gardens (BBG). This position requires a high degree of professionalism with excellent organizational, time management and communication skills, as well as creative talent, flexibility in the face of rapidly changing priorities, and the ability to multi-task and meet deadlines with little supervision. At times, the SEC may delegate certain tasks to volunteer assistants under his/her direction, but she/he will maintain responsibility for the effective completion of those delegated tasks.

All Friends employees may be required to perform other duties not specifically described herein.

CORE PERFORMANCE ELEMENTS

·  Creates, coordinates and organizes all aspects of professional and memorable special events, including but not limited to, conceptualizing and scheduling, timeline creation and monitoring, program development and mission advancement, invitation design and production, mailing list coordination, contract negotiation and vendor management, site logistics and menu planning, and press releases and other publicity for The Friends, through excellent planning, and hands-on participation and management.

·  Coordinates researches and/or obtains event sponsorships, partnerships and in-kind donations.

·  Develops and disseminates an annual calendar for special events.

·  Develops and disseminates regular reports and updates on events to BBG and Friends staff, as directed, including fact sheets to the Public Relations & Marketing Coordinator.

·  Acts as the primary purchasing agent for special events; monitors and approves purchasing by event chairs and other event volunteers.

·  Assists with the coordination of volunteers for special event staffing.

·  Processes event registrations in Raiser’s Edge database.

·  Prepares original and creative materials including letters, forms, requests, presentations, exhibits, brochures, newsletter articles, website content, instructional handouts and manuals, directories and various reports, coordinating with Marketing when necessary.

·  Plans, attends, participates in, and at times runs staff, board and committee meetings as directed, including working closely with Special Events and Antiques at The Gardens Committees, sub-committees and work groups.

·  Acts as a general resource to staff, donors and volunteers relative to special events.

·  Establishes policies and procedures to support the Special Events activities of the organization.

·  Serves as community liaison for Friends of Birmingham Botanical Gardens as required.

* Birmingham Botanical Society, Inc., a 501(c)(3) corporation, dba Friends of Birmingham Botanical Gardens

Works closely with Board, staff AND VOLUNTEERS as follows:

·  Plans and coordinates meetings with the Special Events and Antiques at The Gardens Committees, and event chairs and volunteers.

·  Strategizes and reviews prospects for event sponsorships, prior to solicitations, with DOD.

·  Assists the DOD, Friends Finance Committee, Executive Director and the Director of Finance with the annual preparation of the Friends Operating Budget.

·  Acts as the primary liaison for The Friends to the BBG Activities Coordinator and Director of Horticulture for setting up room and garden reservations, set-ups and staffing requirements, except for typical education classes and programs.

·  Acts as a general resource and assists various staff in planning and coordinating other events and meetings, as necessary.

·  Coordinates event marketing and publicity with the Director of Marketing & Membership.

·  Coordinates newsletter articles and other internal and external publications with the Director of Marketing & Membership.

·  Monitors event finances, conducts post-event analysis, and makes recommendations for improved efficiency and cost effectiveness.

·  Participates in various team goals with Friends and BBG staff as directed to strengthen organizational structure and improve the operations and activities of The Friends.

·  Serves as community liaison for The Friends, as required.

MINIMUM REQUIREMENTS

·  A bachelor’s degree, or equivalent experience as determined by the Friends of BBG Board of Directors, required. A minimum of three years experience in special events required; not-for-profit work experience preferred.

·  Proficiency with MS Office suite, Google Calendar and Gmail software required; experience with Raiser’s Edge software preferred.

·  Familiarity with financial reporting, cost analysis and budgeting processes preferred.

·  Ability to conduct online research and prepare comprehensive summary reports.

·  Excellent written and oral communication skills.

·  Must be highly organized and detail-oriented with excellent time management skills and work habits.

·  Ability to work in a fast paced, rapidly changing environment both independently and as a team participant.

·  A high standard of professionalism and decorum with ability to interact and provide excellent customer service to internal and external constituents, including donors, government officials and volunteers.

·  Ability and willingness to work occasional evenings and weekends.

·  High energy level and a good sense of humor.

rev: 2.2014