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Event Coordinator

Job Title
Event Coordinator
Job ID
Work Hybrid
ORLANDO,  FL 32804
Other Location
To provide technical and physical assistance to the Donor & Volunteer Experiences team. This position supports the Event Manager for all Heart of Florida United Way events and meetings from concept to on-site coordination. This position serves as the main support for event-related projects including vendor research and initial outreach, cross-departmental communications, pre-event and onsite registration practices, and overall administrative support for the Event Manager and associated team.  

  • Support coordination of events from concept to on-site implementation.
  • Document strategic event plan for each major event and assist with monitoring internal project management tools.
  • Communicate with internal Heart of Florida United Way departments to coordinate their roles in the event planning process.
  • Assist with internal meetings and events that are higher profile, more complex or larger in size.
  • Conduct research to explore venue and vendor options for events.
  • Monitor community calendars to inform organization of competing events or conflicts as needed.
  • Assist with processing event invoices (incoming and outgoing) adhering to internal reporting and finance procedures.
  • Ensure event data including communication history and attendance details are  tracked in Andar (relationship management platform) for all events.
  • Build online registration pages and update event trackers with incoming sales information as needed. Utilize weekly report format to provide consistent registration updates to leadership.
  • In partnership with Resource Development team, communicate with sponsors and event guests relating to needed information including guest names and emails, dietary restrictions, etc. Assist with monitoring and collecting needed information for sponsorship benefits delivery by marketing department.
  • Update internal programs with registration information and develop check-in listings for all events. Manage onsite registration/check-in stations ensuring delivery of quality customer service experience and providing problem solving support as needed.
  • Develop and track packing lists for all events including cross departmental supply needs, ensure all items are transported to event and return to office as needed.
  • Stand in as site lead for smaller events/meetings when Event Manager is not available or as needed.
  • Ensure Event Assistants and supporting staff are aware of assigned staff roles, serve as secondary point of contact for staff at events onsite.
  • Collect post event information and support report creation with Event Manager.
  • Provide stellar customer service to internal and external customers.
  • Other duties as assigned, including support of volunteer experiences.
  • Mission Focused: Create real social change that leads to better lives and healthier communities.
  • Relationship-Oriented: Cultivate and manage relationships toward a common goal.
  • Collaborator: Understand the roles and contributions of all sectors of the community and can mobilize resources through meaningful engagement.
  • Results-Driven: Dedicated to shared and measurable goals for the common good; creating resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
  • Brand-Steward: Steward of the brand and understands the role in growing and protecting the reputation and results of HFUW and the greater network.
Physical demands include sitting or standing for extended periods of time, bending, lifting of items weighing up to approximately 30 pounds, regularly moving throughout the building between floors, traveling to outside meetings, regular use of standard office equipment such as the telephone, copier and computer.  Demands also involve protracted concentration.  Reliable transportation and a valid driver’s license is required, ability to operate passenger van and similar vehicles.  Job involves frequent interactions with internal and external customers, and routinely intense public contact.

  • Associate degree or equivalent combination of experience and education required.
  • Detail-oriented, deadline-driven self-starter with strong customer service and organizational skills.
  • A minimum of one-year related experience; or equivalent combination of education/training and experience.
  • Event Planning Certification preferred.
  • Demonstrated ability to manage multiple projects simultaneously, set priorities, identify and address challenges.
  • Demonstrated proficiency with project management platforms, Windows, and Microsoft Office Suite, particularly Excel. Must be able to prioritize and manage heavy workload in fast-paced work environment.
  • Must be personable with excellent verbal and written communications skills and be able to interact with a variety of individuals/organizations while maintaining confidentiality.
  • Ability to coordinate, manage and execute several events at one time.

Heart of Florida United Way offers a very extensive benefits package for full-time employees that we are very proud to share with you!

Medical Insurance (Health, Dental, Vision) – on the 1st day and HFUW pays 80% of your premium.

Company-Paid Benefits – HFUW provides all full-time employees with the opportunity to enroll in short-term & long-term disability insurance, as well as $50,000 in life insurance, all 100% paid by HFUW.

401k w/ Company Contribution – not only does your 401k start on the 1st of the month following your start date, but after 1 year of employment and 1000 hours worked, you will receive 5% contribution from HFUW, regardless of your personal contribution to your plan.

Paid Time Off – HFUW offers an extensive amount of time off so you can focus on your personal health, family priorities, and work-life balance.  Full-time employees start accruing vacation time (2 weeks your 1st year), sick time (1 day/mo.), and personal time (2 days/year) off upon hire, with generous carry over and accruals.
Pay Range
$20.00   None to $0.00   None

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