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Youth Frontiers, Inc.

Special Events Coordinator

Location: MN - Twin Cities Metro
Type: Full Time
Category: Development and fundraising
Deadline:

City: Edina, MN
Salary: $20 – $22/hr
Website: youthfrontiers.org/careers/

Job description

MISSION AND VISION:

Our mission is to provide schools with experiences that inspire character, civility and community so that our next generation of leaders is grounded in character.

ORGANIZATIONAL CORE VALUES:

Youth Frontiers staff aspire daily to demonstrate a strong understanding and use of YF’s core values.

QUALITY– To passionately be the best at, and continuously improve, all that we do.

CARING – To create communities where everyone is respected.

GROWTH – To continue to reach more schools by expanding and innovating our programs, and challenging our people to grow personally to be the best they can be.

ABOUT YOUTH FRONTIERS:

At Youth Frontiers, we provide schools with experiences that inspire character, civility and community so that our next generation of leaders is grounded in character. We are a nonprofit, non-partisan organization and have been making a difference for 30 years.

Our team has been handpicked to create the best possible experience for students, educators and schools. They are passionate, creative, fun people who believe that every student matters and can make their school environment and the world better places.

Youth Frontiers is a 2015 Minnesota winner of the Psychologically Healthy Workplace Award from the American Psychological Association.

ABOUT THE JOB:

As the Special Events Coordinator, you would be responsible for providing special event project management and administrative support for all of Youth Frontiers’ external and internal events and educator programming. You would be responsible for planning, organizing, information management, scheduling, event analysis, note taking, task tracking, and general and specialized clerical work. You would be required to exercise discretion, self-motivation and independent judgment throughout all duties to ensure top quality, effective and efficient event experiences. You must be team-oriented, bring enthusiasm and be willing to find solutions.

Youth Frontiers will produce several large community events and experiences in fiscal year 2020 — most in Minneapolis, MN; a few in Milwaukee, WI and Omaha, NE. Each is a catered meal at a hotel or other large venue. Youth Frontiers will produce approximately 30-40 internal staff events in fiscal year 2020, both in the office and at various locations around the Twin Cities.

KEY DUTIES & RESPONSIBILITIES:

Administration

You work collaboratively with all departments and take initiative to get tasks and projects completed ahead of schedule.
You maintain strong cross-departmental communication between all departments to ensure top-quality external and internal event experiences.
You maintain accurate lists and records as required for events.
You provide administrative, presentation and logistical support, including taking minutes, for 30 to 40 internal cultural and educational experiences, ranging from Organizational Updates, to Lunch & Learns to the educator programming.
You build KeyNote presentations from input provided by presenters.
You send emails and coordinate reminders for event deadlines.
You provide administrative and logistical support to the Donor Relations, YF Educators and Experiences Teams.
You perform other duties as assigned.
Production Assistance

You communicate with venues on all plans, including but not limited to date reservation, menu planning, head count and table layout, etc.
You communicate with event sponsors on details of events and sponsorships.
You coordinate all seating and registration plans.
You provide day-of, on-site support for all events. This includes running registration, processing payments, prepping development team, creating and providing maps, creating and coordinating staffing assignments, etc.
Donor Communications

You obtain and compile guest names and attendance confirmations.
You complete all event follow-ups, such as compiling new names and email addresses, assisting with emails and communications, checking invoices, sending speaker thank-you letters and gifts, supporting the development team with notes and retreat invitations, etc.
You communicate with executives, key leaders and executive assistants in a comfortable, professional, poised, appropriate, clear and discreet manner.
Educator Programs Support

You secure dates and venues for educator workshops when needed.
You coordinate registration with main contacts.
You provide support creating and sending agreements, contracts, and invoices.
You oversee all event follow-ups.

OTHER IMPORTANT INFORMATION:

Youth Frontiers has a $5M operating budget.

Successful candidates will be intentional and specific in their cover letter.

The pay range for this position is $20 – $22 per hour, depending on qualifications.

This position is classified as regular, full-time (40 hours), non-exempt. This position is eligible for all offered employee benefits, including health and dental insurance, optional HSA and FSA accounts, life/AD&D insurance, voluntary life insurance, long-term and short-term disability, voluntary critical illness and accidental injury insurance, 403(b) retirement savings with employer match, travel and employee assistance programs, adoption benefits, PTO and paid holidays, and all other regulated and mandated federal and state employee benefits.

Youth Frontiers seeks to hire from a diverse pool of applicants and encourages people from all backgrounds to apply. Youth Frontiers will not discriminate against any employee or applicant for employment because of race, color, creed, religion, ancestry, national origin, sex, sexual orientation, disability, age, marital or familial status, public assistance status or any other legally protected status.

Qualifications or requirements

ABOUT YOU:

You share our values of Quality, Caring and Growth.
You are positive, creative and good spirited; naysayers and nitpickers need not apply!
You understand what is important and you make sure it gets done.
You understand what is not important and you don’t sweat the small stuff.
You understand that our culture makes us unique, and maintaining it is a priority.
You appreciate the occasional mid-afternoon office dance break.
You embrace learning as a part of your everyday life.
You delight in the opportunity to be part of a team with some of the smartest, nicest, most creative people you will ever encounter.

ABOUT YOUR EXPERIENCE:

You have a Bachelor’s degree or equivalent 2-3 years of work experience.
You have a minimum of 1-year events or project management experience or equivalent.
You are able to work occasional overtime weekend or evening hours.
You are able to travel locally and to Omaha, NE and Milwaukee, WI occasionally to support events in those locations.
You have excellent computer skills, including with MacBooks, Excel, Word, KeyNote (PowerPoint), and Adobe InDesign.
You are professional, poised, discreet, mature – a pleasant attitude is a must.
You have a strong work ethic, absolute attention to detail, excellent organizational skills and a high level of oral and written communication skills.
You have the ability to achieve results in a constantly and fast-changing environment.
You are able to accept responsibility for projects and assignments, progressing them on a timeline and reporting back with limited oversight and prompting.
You are able to handle confidential information, research inquisitively and report facts accurately.
You are self-motivated, energetic, results-oriented and goal-focused.
You are able to work independently and as part of a team.

How to apply

OTHER IMPORTANT INFORMATION:

Youth Frontiers has a $5M operating budget.

Successful candidates will be intentional and specific in their cover letter.

The pay range for this position is $20 – $22 per hour, depending on qualifications.

This position is classified as regular, full-time (40 hours), non-exempt. This position is eligible for all offered employee benefits, including health and dental insurance, optional HSA and FSA accounts, life/AD&D insurance, voluntary life insurance, long-term and short-term disability, voluntary critical illness and accidental injury insurance, 403(b) retirement savings with employer match, travel and employee assistance programs, adoption benefits, PTO and paid holidays, and all other regulated and mandated federal and state employee benefits.

Youth Frontiers seeks to hire from a diverse pool of applicants and encourages people from all backgrounds to apply. Youth Frontiers will not discriminate against any employee or applicant for employment because of race, color, creed, religion, ancestry, national origin, sex, sexual orientation, disability, age, marital or familial status, public assistance status or any other legally protected status.

To apply, visit our website at youthfrontiers.org/careers.