Event Coordinator
About this Role
Title: Event Coordinator
Division/location: 1705 S. Holtzclaw Avenue, Chattanooga, TN 37404
Reports to: Director of Development
Classification: Full-time, Hybrid, Exempt
Purpose:
The Austin Hatcher Foundation for Pediatric Cancer’s mission is to provide a lifetime of free, comprehensive support to pediatric cancer patients and their families through mental, behavioral, educational, and social services, so they can cope in the present and thrive in the future. The Foundation provides these services through its Education Advancement Center in Chattanooga, TN, as well as virtually, all at no cost to families. Services are funded solely by the generous donations of its supporters.
Overview:
The Events Coordinator must have exceptional organizational, communication, and writing skills, but also the ability to foster positive relationships with both individuals and organizations in the community through event planning. This role serves as an ambassador for the organization while working with partners and vendors within the local community. This role will manage, and be responsible for planning, coordinating, executing, and implementing all Austin Hatcher Foundation events, both large and small, to meet revenue goals.
Key Responsibilities
Core Responsibilities:
- Serve as a visible and enthusiastic ambassador for the Austin Hatcher Foundation for Pediatric Cancer, actively promoting its mission, programs, and impact.
- Advocate for families navigating the effects of pediatric cancer through compassionate community engagement.
- Collaborate across departments to ensure all events and initiatives align with organizational values and strategic goals.
- Perform other duties as assigned in support of the Foundation’s mission.
Job Specific Responsibilities:
- Event Planning + Fundraising Execution
- Plan, coordinate, and execute all Foundation fundraising events (large-scale signature events, community fundraisers, and smaller cultivation activities) to achieve and exceed annual revenue goals. *This does not include planning Motorsports events or Hit It for Hatch, but there will be some crossover with those programs.
- Lead all aspects of event production: logistics, registration, venue and vendor management, sponsorship fulfillment, volunteer coordination, on-site execution, and post-event reporting.
- Manage in-kind food and drink donations for events and family programming.
- Conduct post-event evaluations, generate comprehensive reports, and ensure timely stewardship of sponsors, donors, and participants (thank-you letters, impact summaries, etc.).
- Community Relations + Partnerships
- Build and maintain strong, positive relationships with local businesses, civic groups, corporate partners, and community organizations as they relate to events.
- Serve as the primary point of contact for community partnerships, neighborhood relations, and event collaborations.
- Represent the Foundation at community functions, media appearances, and partner events to increase visibility and engagement.
- Volunteer + Internal Collaboration
- Collaborate with the Volunteer Services Coordinator to recruit, train, and manage volunteers for all events.
- Provide clear direction and communication to volunteer committees and event staff to ensure successful execution.
- Facilitate cross-departmental collaboration with Development, Marketing, and Program teams to align messaging, branding, and donor engagement.
- Budgeting + Reporting
- Develop and manage detailed budgets for each event; ensure alignment with annual Development revenue targets.
- Track and report event expenses, revenue, and ROI within established timelines.
- Maintain data accuracy within the CRM (Bloomerang), ensuring timely import of donor and participant information.
- Act as the internal point person for the Bloomerang Fundraising platform, managing the creation of event forms and providing real time trouble shooting.
- Prepare regular progress reports for the CEO and Director of Development, including KPI updates and revenue forecasts.
- Strategic Growth + Innovation
- Proactively identify new event concepts, partnership opportunities, and creative engagement ideas to broaden community reach and donor participation.
- Evaluate event performance metrics to recommend continuous improvement strategies.
- Support the Development Team in expanding the Foundation’s donor base through events that build meaningful, long-term relationships.
Requirements
- Bachelor’s degree
- Proficient in Microsoft Office Suite or related writing and presentation software
- Excellent verbal and written communication skills
- Ability to evaluate cost of a program and compare it to the benefits for the organization.
- Great interpersonal skills and ability to work well as part of a team
- Ability to work well under pressure and manage sensitive or controversial subjects with tact, kindness, and professionalism
- Ability to work independently, with minimal supervision
- Demonstrable ability to multi-task and adhere to deadlines
- Well-organized with a detail-oriented approach
- Exquisite communication and people skills
- Must have a valid driver’s license
- Ability to walk, bend, hear, see and lift 25 pounds
- Ability to work weekends, mornings and evenings based on event schedule
- Regional travel
- Passion for the mission of the Austin Hatcher Foundation and a deep commitment to improving the lives of children and families affected by pediatric cancer.
- Must successfully complete a credit and criminal background check
This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. Duties may change, or new ones may be assigned at any time with or without notice.
