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Event Specialist

Posted: 03/27/2024
Expires: 04/20/2024

GENERAL SUMMARY

You’ll be a good fit for this position if:

You’re someone who embodies a genuine passion for our mission at MCHT – conserving lands and waters in Maine to ensure ecological well-being and foster thriving communities. You’re an excellent event planner and can create, execute, promote, and evaluate an annual comprehensive event plan that brings donors, community members and businesses closer to our mission and inspires them to feel more invested in the organization.

You have exceptional relationship-building skills and can collaborate with event hosts, program and conservation staff and other engagement staff to develop an event plan.

You know the value of event marketing and can pull together a comprehensive and inspiring event from messaging to experience.

Your enthusiasm for our cause should be infectious, extending not only to our mission but also to the core values that define us as an organization. If you’re ready to make a lasting impact, join us in our mission as we work towards a vibrant and healthy future for Maine.

ESSENTIAL JOB FUNCTIONS

Event Strategy Development (20%)

  • Leads a process to identify goals and vision for yearly event plan and identified details for each event (e.g. audience selection, measures of success, budget, location, cost, etc.)
  • In alignment with the vision and goals for each event, develops the event programs including agenda, talking points and materials.
  • Works with presenting staff and volunteers to ensure the right tone and messaging is supported by the talking points, event materials and program; and that staff working the event receive guidance and support necessary for executing their role in the event.

Event Planning & Execution (30%)

  • With direction and clarity on the organizational goals, vision and priorities from the Associate Director and other stakeholders identifies a slate of events to meet goals, vision and priorities.
  • Works directly with event hosts and program staff to develop event programs that bring participants closer to the organization and inspires them to action.
  • Secures financial and in-kind support from event hosts and sponsors.
  • Researches, designs, and implements event opportunities with local businesses and partners to promote MCHT’s work and connect with broader audiences.
  • Manages event budgets including fee structure, vendor contracts, technology, décor, catering, entrainment, transportation, invitations, event marketing material, etc.
  • Solicits and secures relevant event sponsorships as necessary.
  • Creates and documents event production schedules and adheres to MCHT best practices for assigning tasks for internal and external communication and marketing needs. Be the on-site point person at the majority of our events, handling on-site logistics and challenges on the day of the event.
  • Evaluates event success and convenes stakeholders for feedback as needed.

Event Marketing & Communications (30%)

  • Builds comprehensive marketing plans for events including:
    • Creates (writes copy, manages photo and video selection, etc.) the marketing and branding materials for events.
    • Implements marketing communication strategies to increase event participation and attendance.
    • Ensures all tasks are managed using MCHT’s project management software.
    • Writes, designs, edits, and sends all event email communications, social media posts and campaigns, mailings, and other digital and print communication and marketing material as needed.
    • When appropriate, identifies public relations and paid advertising opportunities related to events.
  • Works with outreach and field staff to ensure all local events are properly branded, supported, and event experiences meet MCHT standards.
  • Uses digital platforms to create event landing pages, track and process online registration and creates online giving experiences when appropriate.
  • Works with outreach staff to ensure that local event data is recorded as needed and attendees are placed in the proper workflows.

Event Administration (20%)

  • Works with the Data Analyst and Researcher to gather biographical information for key attendees and ensures that staff and volunteers have appropriate information.
  • Manages all database work pre- and post-event.
  • Creates and documents event production schedules and adheres to MCHT best practices for assigning tasks for internal and external communication and marketing needs.

SUPERVISORY RESPONSIBILITY

Generally, none. Oversight of interns and colleagues contributing to successful outcomes with event-related tasks.

EDUCATION & EXPERIENCE

Bachelor’s degree in a related field with two to three years of related or transferable experience in non-profit fundraising. In lieu of a bachelor’s degree, 6 or more years of previous experience in event planning and non-profit fundraising.

KNOWLEDGE/SKILLS/ABILITIES

  • Strong organizational, planning, and multi-tasking skills with attention to detail and follow-up.
  • A deep commitment to quality, transparency, collaboration, innovation, and integrity.
  • Strong knowledge and comfort with fundraising
  • Exceptional writing and editing skills. Ability to write clear, structured, articulate, and persuasive event materials.
  • Excellent leadership qualities to promote energy and enthusiasm with staff, volunteers, and constituents.
  • Experience working in a deadline-driven environment.
  • Creative and flexible.
  • Ability to work both independently and as part of a team.
  • Strong interpersonal and communication skills and ability to work with a wide range of people.
  • Ability to effectively operate computers and assigned software, preferably including Raiser’s Edge.
  • Ability to work long hours and travel as necessary.

WORKING CONDITIONS & PHYSICAL DEMANDS

Work is performed in a normal office environment not subject to extremes of noise, temperature, odor, etc. Directing the field trip program is performed on preserves and other outdoor locations and requires an ability to manage uneven terrain, water events, and unexpected weather conditions. Operates computer, printer, photocopier, and basic office equipment. Work requires extended sitting and repetitive motion in the use of computer, keyboard, and mouse.

MCHT has offices in Topsham, Rockport, MDI and Whiting. The location of this position is flexible and could be in any of our offices. The development unit and Director of Engagement are currently working out of Topsham. This position needs to be on-site at an office in any of the previously mentioned locations twice a week and on-site in Topsham to connect once a month.

This is a permanent, full-time position with a benefits package including insurance (no cost for employee coverage), generous vacation and sick time, and a retirement plan, with a salary range of $49,000 to $54,000 a year, depending upon experience.

TO APPLY:  Send cover letter and resume to with “Event Specialist” in the subject line.  The deadline to apply is April 20, 2024.

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job.  The above is not intended to be an exhaustive list of all responsibilities and duties required.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

*External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.

Maine Coast Heritage Trust does not discriminate on the basis of race, color, sex, gender identity, national origin, age, disability, veteran status, sexual orientation or any other characteristic protected by law.  We are an equal opportunity employer dedicated to creating an inclusive culture where employees from diverse backgrounds can thrive and support our mission.