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Events and Partnership Coordinator

For over 150 years, St. Vincent de Paul – Cincinnati (SVDP) has served residents of greater Cincinnati by providing essential services and resources to those in need. The Events and Partnership Assistant plays an integral role in supporting SVDP's engagement efforts by assisting the External Relations team with events, drives, and partnerships that fuel SVDP's mission.

Position Summary

Provides essential support in the planning, coordination, execution, and documentation of SVDP's events, drives, and partnerships. Reporting to the Director of Events & Community Engagement, this role manages logistical and organizational details of major events and drives, while also documenting and tracking partnership activities. This position requires a proactive, execution-focused professional who thrives in a hands-on environment, ensuring seamless operations by taking initiative, solving problems, and making operational decisions that align with SVDP's strategic goals and mission. This is an in-person role with occasional evening and weekend hours.

Key Responsibilities

Events and Drives Support:

Collaborate with the Director of Events & Community Engagement to plan, coordinate, and execute logistics for all SVDP events and drives.
Coordinate SVDP and community drives by securing participants, conducting outreach to participating organizations, managing the scheduling and logistics for delivery and pick-up of drive materials and donated items, and ensuring timely post-drive communications to participants and partners.
Respond to inquiries and coordinate outreach to vendors, attendees, sponsors, and volunteers through phone calls and email.
Organize, manage, and prepare event and engagement materials, including signage, displays, promotional items, and event-specific materials such as name tags, paddles, programs, and participant packets.
Prepare, maintain, and update essential documents such as checklists, schedules, and contact lists.
Maintain accurate tracking for event attendees, drive participants, volunteers, sponsors, and partners.
Secure and coordinate vendors for food, décor, rentals, and other event services, managing timelines, and expectations to ensure seamless event execution.
Solicit, secure, and coordinate raffle, silent auction, and other in-kind donations from local businesses and community partners, maintaining records of donated items, donor contacts, and recognition needs.
Collaborate with the Volunteer Coordinator to secure volunteer support for events and drives, ensuring volunteers are trained and equipped for their roles.
Assist with marketing and promotion efforts in partnership with the Communications team.
Ensure event-day success by supporting setup, tear-down, registration, event flow, and resolving issues as they arise quickly and with enthusiasm.
Support post-event wrap-up by unpacking, organizing, and storing event supplies; preparing and sending thank-you notes and follow-up communications; and participating in post-event debriefs to evaluate outcomes and identify opportunities for improvement.

Partnership Support:

Document and track partnership activities, including sponsorships, volunteer involvement, service learning, and in-kind and monetary donations.
Maintain organized and detailed records of partnership information, relationships, and engagement.
Schedule and coordinate engagement activities, ensuring all related logistics are planned, recorded, and communicated to relevant staff.
Prepare and organize partnership documentation, including sponsorship materials, volunteer schedules, donation records, and partnership summaries for internal reference.
Develop partnership reports that highlight relationship status, key contributions, volunteer involvement, and opportunities for growth.
Collaborate across departments to align events and partnership needs with organizational resources and goals.
Assist in building and stewarding relationships with business partners and community organizations.

Additional Support

Other duties and support additional projects and tasks as needed.
Serve as backup support for the Volunteer Coordinator and Volunteer & Partnership Assistant during PTO or other absences to ensure continued volunteer operations.

Skills

Strong organizational and time management abilities, with excellent attention to detail.
Excellent verbal and written communication skills, with a customer service focus.
Proficient in Microsoft Office (Word, Excel, PowerPoint) and comfortable learning new software.
Reliable, punctual, and able to manage multiple tasks efficiently.

Qualifications

Associate degree required; bachelor's degree in event planning, marketing, nonprofit management, or a related field strongly preferred.
1-3 years of experience in event coordination, administrative support, or fundraising is a plus.
Valid driver's license and ability to travel locally in accordance with job duties as defined by position.
Passion for SVDP's mission and a commitment to community service.

Physical Requirements

Most job duties can be performed at a desk using standard office equipment; however, the role requires standing, walking, and bending for extended periods, particularly during events and drives.
Ability to lift and carry items weighing up to 25lbs.

The Society of St. Vincent de Paul-Cincinnati District Council provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, St. Vincent de Paul complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.

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