Events & Administrative Coordinator

Work Environment:

Primarily in-office with flexibility based on organizational and event needs

$48,000–$56,000 annually, DOE

Founded in 2001 by breast cancer survivor Lydia Dody, Hope Lives! provides free supportive services and products to individuals in active treatment for breast cancer throughout Larimer and Weld counties.

For more than 25 years, Hope Lives! has been supported by an extraordinary network of clients, healthcare providers, donors, sponsors, volunteers and community partners. As the organization enters its next chapter of growth, we are looking for an Events & Administrative Coordinator who can help keep both our major fundraising events and our day-to-day organization running exceptionally well.

This is a hands-on role for someone who is highly organized, dependable and comfortable moving between very different kinds of work.

One week may involve coordinating vendors, tracking sponsorship deliverables and preparing materials for a major fundraising event. Another may involve updating donor records, preparing documents for a Board meeting, organizing schedules, processing event registrations and making sure administrative details do not fall through the cracks.

The person in this position will work closely with the Executive Director and will play an important role in the organization’s ability to grow without losing the personal, community-centered approach that has defined Hope Lives! since its founding.

• Provide administrative support to the Executive Director, including scheduling, document preparation, meeting coordination, correspondence and project follow-through.
• Assist with preparation and organization of Board meeting materials, reports and organizational documents.
• Maintain organized digital and physical records and help establish administrative systems that make information easy to find and use.
• Help manage general office needs, incoming inquiries, mail, supplies and other day-to-day administrative responsibilities.
• Communicate professionally and compassionately with clients, donors, sponsors, volunteers, vendors, healthcare partners and members of the community.
• Support additional organizational priorities as needs shift throughout the year.
• Coordinate the planning and execution of Hope Lives! fundraising events, including the Annual Gala, Golfing for Hope, Walk for Hope and additional community or fundraising events.
• Build and maintain event timelines, checklists, budgets, vendor information, contracts, registrations and logistical plans.
• Coordinate venues, catering, rentals, entertainment, signage, auction items, event materials and other event-related vendors and resources.
• Manage event registration information, guest lists, seating assignments, sponsorship details and other event records.
• Coordinate sponsor benefits and fulfillment, ensuring promised recognition, signage, tickets, materials and other deliverables are completed accurately and on time.
• Support silent and live auction coordination, including item tracking, donor information, descriptions, certificates, displays and fulfillment.
• Coordinate event volunteers, assignments, communications, schedules and day-of-event needs.
• Assist with event setup, execution and breakdown and serve as an important point of contact for vendors, volunteers and participants.
• Help prepare event run-of-show documents, staff assignments and operational plans.
• Complete post-event follow-up, reconciliation, documentation, acknowledgments and record updates.
• Maintain accurate information within Hope Lives!’ donor, event and contact management systems.
• Process registrations, donations, sponsorship documentation, correspondence and other administrative records.
• Support donor and sponsor acknowledgment, including thank-you letters, receipts and follow-up materials.

This is intentionally a flexible position. The balance between event coordination and administrative responsibilities will change throughout the year. In the weeks surrounding major events, event preparation and execution will require significant focus. At other times, the position will concentrate more heavily on administrative support, donor and…