Coordinator, Donor Relations & Events

POSITION SUMMARY

Support in the planning and coordination of HFUW Donor Relations & Events by providing administrative logistical and technical support, ensuring smooth execution of events and activities.

KEY RESPONSIBILITIES & ESSENTIAL DUTIES OF POSITION
An individual must be able to perform each essential duty listed below at a satisfactory level:

• Support with offsite and onsite events and meetings, including fundraising, volunteer, and profile-raising events.
• Implements community-wide, purpose-driven appeals and events to support specific initiatives and amplify impact.
• Prepare and route congratulatory and acknowledgment letters for CEO signature to ensure timely, personalized, and meaningful donor stewardship.
• Implement donor relations mailings to support stewardship.
• Administer the requests for HFUW external sponsorship program by managing partner outreach, benefits, and fulfillment to ensure brand alignment and engagement.
• Provide administrative support for events by coordinating inbound communications and processing event requests.
• Maintain procedures for event management and donor relations.
• Assist with the research, marketing, coordination, and planning of events and projects.
• Research, order, and track inventory, event supplies, and equipment.
• Manage, update, and maintain Customer Relationship Management (CRM) system, Project Management system, volunteer database, and registration platform.
• Support the recruitment and coordination of volunteers to meet program or participation requirements, ensuring timely engagement, clear communication, and accurate tracking.
• Process vendor payment and work closely with HFUW’s Finance team to ensure that all payment requests are processed accurately and timely.
• Train on event management procedures to ensure processes are consistently utilized throughout the organization.
• Collaborate with other departments to ensure consistent brand representation and event experience.
• Develop in-depth knowledge of Heart of Florida United Way events.
• Assist with providing detailed reporting on event outputs and outcomes.
• Manage the collection of attendee feedback to highlight event achievements or opportunities for growth.
• Maintain client and staff confidentiality and adhere to HIPAA, FIPA, PHI, PII requirements.
• Stay informed about HFUW’s services, products, and the key issues affecting the communities we serve.
• Provide back-up support to Development and External Relations team.
• May be classified as essential, requiring prompt and effective action during critical situations to ensure the safety and well-being of the community.
• Contribute to overall organizational success by performing other duties and responsibilities as assigned.

JOB REQUIREMENTS
Job requirements include:

• Associate’s degree or equivalent combination of experience and education may be considered in lieu of degree. Bachelor’s degree preferred.
• One year of event or project coordination experience preferred.
• Prior experience working with events or corporate clients preferred.
• Public speaking skills with the ability to confidently address large groups required.
• Valid Driver License required.
• Advanced experience with Microsoft Office and other related technology required.
• Project tracking experience preferred.
• Database experience preferred.
• Customer service skills and experience required.
• Ability to edit, complete, and assemble reports.
• Attention to detail and accuracy.
• Excellent analytical skills.
• Ability to multi-task and work in a fast-paced environment.
• Ability to work independently with minimal supervision required.
• Strong communication skills, both written and orally, required.
• Strong proofreading skills required.
• Ability to utilize critical thinking and problem-solving skills.
• Ability to utilize organizational skills effectively.
• Must have access to a private, secure, and stable high-speed internet connection.
• Must have access to a quiet, confidential workspace.

COMPETENCY REQUIREMENTS
Communications - Ability to communicate effectively.
Business Ethics - Ability to work with integrity and ethics.
Judgment - Ability to use sound judgement.
Initiative - Ability to take initiative.
Teamwork - Ability to work in a team environment.

This job description describes the general nature and level of work performed by employees assigned to this position. It should not be construed as an exhaustive list of all required duties, responsibilities, and skills. Reasonable accommodations may be made to enable disabled individuals to perform the essential functions of the job.

PHYSICAL DEMANDS
Physical demands include:

• Constantly remaining in a stationary position, often sitting, or standing for prolonged periods.
• Constantly communicating with others to exchange information through speaking, hearing, reading, and writing.
• Constantly repeating motions and fine manipulation that may include the wrists, hands, and/or fingers. Ability to type using a keyboard.
• Constantly handling packing and shipping tools.
• Constant use of standard office equipment such as the telephone and/or headset, copier, and computer.
• Constantly assessing the accuracy, neatness and thoroughness of the work assigned.
• Constantly viewing information on a computer screen.
• Constantly traveling to the office or offsite location.
• Constantly lifting and moving of items weighing up to approximately 40 pounds.
• Constantly bending, stooping, or kneeling.
• Frequently ascending or descending stairs, ramps, and the like.
• Frequently moving about to accomplish tasks or moving from one worksite to another.
• Occasionally operating motor vehicles (passenger van and similar vehicles).

WORKING CONDITIONS

Working conditions include:

• Hybrid inside working environment.
• Frequent working in an outdoor environment with high or low temperatures.
• Frequent early mornings, evenings, and weekend hours.
• High level of long periods of concentration.
• Frequent interactions with internal and external customers.
• Reliable transportation required.
• Occasional travel to multiple locations in Orange, Osceola, and Seminole Counties.

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 up to 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 paid time off (5 weeks your 1st year) upon hire, with generous carry over.