Job Title: Events and Volunteer Coordinator
Supervisor: Director of Operations
Location: Warren, MI (structure is a mix of work at home and in office) *
Hours: Full-time, weekdays, 5-10 evenings and 1-2 Saturdays a year are required
Join our team and help us prepare teens for success! Through events, we engage stakeholders with a specific purpose and outcome in mind. Sometimes we’re raising money. Sometimes we’re teaching people how to mentor. Sometimes we’re recognizing our students and volunteers for excellence. At all times we are establishing, cultivating, and stewarding relationships for the purpose of advancing our mission – to empower students for successful futures.
The ideal candidate realizes that their work will have a significant impact on our stakeholders and our mission, and works passionately, with creativity and business acumen, to provide a superb event experience.
Winning Futures is a nationally recognized and award-winning expert in empowering high school students to succeed. Through our evidence-based and structured Workforce Prep program, students throughout Metro Detroit are immersed in a four-year experiential curriculum that begins in tenth grade and continues through one year post high school. The program includes in-class mentoring, life skills development, goal setting, job readiness training, and career exploration. With help from volunteer mentors and the business community, students are transformed into self-reliant, employable, and productive adults with defined academic and career goals, and highly desirable workforce skills. Since 1994, we have positively impacted more than 49,000 students and awarded $1.9 million in scholarships. Learn more at WinningFutures.org or watch our 25th anniversary video.
Benefits: Winning Futures is a great company to work for! We have team activities and lunches, celebrate birthdays and work anniversaries, only respond to emails/texts/calls in off-hours if there is a major issue, health benefits, paid holidays, open paid time off (details provided in job offer), and 401(K) with a match. One employee shared:
“The atmosphere and energy of the company is something that I love. The people I work with are great, and everyone is extremely dedicated to their work and the cause. It is a well-organized and managed nonprofit, which has been wonderful to work for.”
Major Duties and Responsibilities:
The events coordinator is responsible for planning and execution of Winning Futures events including:
- Corks & Forks: This is our annual fundraising gala. Normally a high-end affair, the event has featured a VIP wine tasting reception followed by seated dinner and program. A silent and live auction are important parts of the event and fundraising effort.
- Golf Classic: Typically held in September at a local and renowned course, the day includes a VIP breakfast, scramble format golf, BBQ lunch, and seated dinner with a brief program and silent auction/raffle.
- Parlor Meetings: Small and intimate gatherings through which key individuals and groups are identified, engaged, and asked to financially support our students.
- Awards Celebration: This annual event is our opportunity to recognize our top performing students and mentors, and cultivate and steward relationships with our sponsors and business partners.
- Mentor Training: Each year we hold 4-6 training sessions (virtual or in-person) for business professionals who serve as mentors. Each training is 2-3 hours and includes multiple training presentations facilitated by program staff.
- Scholarship Application Judging: Each year we award $25,000 total in scholarships to students in our program. Applicants are students in our program. Recipients are chosen through a process that includes local volunteer professionals reviewing and judging applications and interviewing students (virtual or in-person).
- Student Workshops: Students participate in three workshops (virtual or in-person) which typically run 2-4 hours and focus on a topic related to life and/or job readiness skills development.
- Company Tours: Once we can have field trips, students will tour companies to learn about various career fields.
- Other events as identified.
- Serve as our event planning subject matter expert, meeting with internal stakeholders and leading discussions to identify their event needs and develop detailed plans with specific tasks and timelines that will achieve the goals.
- Manage all aspects of event planning and execution, meeting all deadlines and staying within budget limits.
- Plan and facilitate logistics for all events, including venue research and site visits, contract negotiations, preparing guests lists and auction items for event mobile app, venue preparation, presentation materials, security, catering, entertainment, run-of-show, transportation, equipment, décor, marketing materials, print collateral, and anything else needed for successfully achieving the event’s goals.
- Research, recommend, and learn event-related technologies, and become subject matter expert (including ClickBid).
- Work with marketing team to produce all needed event collateral.
- Establish and cultivate relationships with paid and volunteer service providers, venues, and other business contacts.
- Establish event-related standard procedures and train staff to execute them.
- Comply with legal, insurance, health, and safety regulations at all times.
- Manage all on-site event activities including delivery of supplies/equipment, set up, event delivery, trouble shooting and issue resolution, and event breakdown, ensuring consistent and high-level service throughout all phases.
- Solicit interesting and fun auction items.
- Collect, cleans, and maintain guest data in our Sumac CRM.
- Send invoices to donors for pledges made or auction items purchased at the event; manage payment collections.
- Recruit, place, and train one-time program volunteers which includes writing recruitment emails, selecting the volunteers, sending coaching and reminder communications, onsite or virtual management, post-activity data management, and volunteer appreciation. Program team facilitates the content and supports the volunteers.
- Manage all aspects of the scholarship process and awards event including recruiting, placing, and managing volunteer judges, working with the program team to distribute and collect scholarship applications, and leading event coordinating and implementation.
- Coordinate virtual and in-person student and mentor trainings, workshops, tours, and events for our college students. This includes setting up and managing resources in Zoom, volunteer management, calendar invites, registrations, tech lead in virtual workshops (program team works with school for scheduling, rooms, engage students, being onsite, developing and delivering the content), and coordinating virtual/in-person student experiences with our business partners.
- Other duties as needed.
Applicants Should Have These Skills:
- COMMUNICATOR: You are an excellent communicator, in writing and verbally.
- ADOBE GRAPHICS: Have basics skills in Adobe InDesign and/or Illustrator.
- CRM OR DATABASE EXPERIENCE: Using or managing an online CRM is preferred.
- CREATIVE: You think outside the box and like to brainstorm new ideas and processes.
- CUSTOMER SERVICE: You obsess about customer service and making stakeholders feel valued.
- DETAIL: You understand that “the devil is in the details” and meticulously pay attention to detail.
- DIRECTION: You can take and follow direction, and when needed, give direction to others.
- DIVERSITY: You are committed to diversity and embrace a personal approach that values and respects differences in race, ethnicity, age, gender, sexual orientation, gender identity, religion, ability, and socio-economic circumstances.
- EXCELLENCE: You care about your work, give 100% effort, are reliable, and strive to do better than you did before.
- FUN: You know that it’s important to get your work done and meet your goals, but you also know how to have fun along the way.
- GOALS: You are a goal setter who eagerly works to accomplish them.
- INITIATIVE: When you see a problem, you solve it. When you see an opportunity, you go for it. You don’t wait for others or try to avoid responsibility. You take the lead and own your projects and tasks.
- LOYALTY: Shows appropriate discretion around confidentiality, decisions are for the good of the organization.
- MICROSOFT OFFICE: You have good experience and know how to use basic Microsoft applications, like Word, Excel, and PowerPoint. A bonus is if you know MS Planner and MS Forms.
- ORGANIZED: You keep yourself and your work organized.
- POSITIVE ATTITUDE: You focus on the positive and avoid the negative and present yourself as such.
- PROFESSIONALISM: You always demonstrate a very high professional demeanor, even under pressure.
- PROJECT MANAGER: You prioritize your work and can manage multiple projects at one time, completing your work on or before the deadline.
- QUESTIONS: You aren’t afraid to ask questions or be asked questions.
- RELATIONSHIP FOCUSED: You want camaraderie with your co-workers, is pleasant and helpful w/stakeholders, and gets along well with others. You are strong in building and maintaining enriching business relationships.
- STUDENT FOCUED: You are passionate about our mission and care about impacting our students.
- TEAMWORK: You jump in and help co-workers, give input without putting others down, and praise others.
Applicants Should Have These Qualifications:
- Associate degree or higher in event management or a related discipline.
- At least three years as an event coordinator or planner; preferably at a nonprofit organization.
- Proficiency or ability to learn event management software including Microsoft Planner and ClickBid.
- Flexibility to work 5-10 evenings per year, plus one or two Saturdays.
- Proven and documented event planning excellence.
Apply: Submit your resume to Resume@WinningFutures.org. In your email, please note your desired salary or range - be specific and do not say that you are "negotiable". Put your full name in the email subject line. Click for the online posting.
Questions: Send your questions to Resume@WinningFutures.org. Do not directly contact staff members regarding this position.
*Winning Futures has developed and implemented a robust workplace policy in response to the COVID-19 pandemic, adhering to the CDC, and State and Federal guidelines. Included in this policy is the provision of personal protection equipment, touchless thermometers, capacity restrictions, and social distancing to ensure the safety and comfort of its staff and guests. Virtual meetings are utilized as much as possible with remote work options.