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.

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.

• 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.

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

This job description describes the…