Best Friends Animal Society
  • 573- Utah Coalition
  • Salt Lake City, UT, USA
  • Full Time

Join Best Friends and turn your career into a labor of love. The benefits package is one of the best! Medical, Dental, Vision, Basic and Supplemental Life Insurance, Short and Long Term Disability, Child Care reimbursement, Pet Sitting reimbursement, Flexible Spending Account, Health Savings Account, PTO, Paid Holidays, Employee Assistance Program, 401k and Staff Discounts.


Position title: Event Specialist

Reports to:  Regional Engagement Manager

Location: Salt Lake City, Utah

 

Position Summary:  The Event Specialist produces Best Friends - Utah Events, which include but is not limited to super adoption weekends, Strut Your Mutt and third party events bringing to life the Best Friends' brand and helping raise awareness for the organization and mission.  This position will work closely with the national Events team, marketing, Best Friends' No More Homeless Pets Network, the NKUT Coalition and Volunteer departments as well as other divisions and department managers to ensure overall success of events.

 

Responsibilities:

  • Coordinate all planning and logistics for Best Friends  - Utah events (Super Adoption Events, Strut Your Mutt, etc.) with specific responsibilities to include:
    • Managing all projects by coordinating cross-organizational teams to ensure that key deadlines and responsibilities are met.
    • Collaborating with the National events team, executing all event plans, ensuring we meet the established goals for each event.
    • Working with Best Friends' Volunteer department to create volunteer leads for events, develop shifts coverage, coordinate volunteer trainings and manage teams of volunteers on-site at events.
    • Negotiating vendor contracts and fees on behalf of Best Friends to ensure that events have appropriate venue and supply rentals for events.
    • Monitoring event budgets and facilitate payments to venues and vendors.
    • Providing ongoing communication and guidance to Utah staff and Marketing/PR departments to maximize support and promotion of events.
    • Working with Best Friends' Marketing and Creative departments to coordinate the development of templates, collateral, signage and other items for all events.
    • Working with Best Friends' Development department to ensure items needed for events are sought as donations. Solicit in-kind donations from local community businesses
    • Compiling wrap up reports for events and facilitate reconciliation of funds raised on-site at events.
  • Respond to all event inquiries and review requests for Best Friends or coalition outreach opportunities.
  • Work and interact with volunteers and visitors to include, but not limited to: training, assigning work, answering questions, promoting Best Friends mission and assisting with their general needs.
  • Coordinate all other event requests, both local events and third-party requests.  This may include mobile adoption events, tabling at community events and festivals (such as Pride Festival, Farmer Markets etc)
  • Maintain current, accurate lists of vendors, exhibitors and sponsors.
  • Coordinate all potential event sponsorships with the Development department deferring to their expertise and contact requirements.
  • Manage the Utah events budget and ensure all costs are properly coded and all events stay within the assigned budget.
  • Responsible for all events' inventory and warehouse/storage placement, along with purchasing event supplies as needed.
  • Other duties as assigned.

Experience / Requirements:

  • At least two years' experience in event management with a variety of events at local and national levels, staying within budget.
  • Event marketing experience preferred but not required.
  • Proficiency with a variety of computer tools such as word processing, spreadsheets, presentations, databases, internet research, etc.
  • Bachelor's degree preferred but not required.
  • Experience with managing and motivating teams of volunteers or other staff on projects.
  • Demonstrate ability to manage multiple projects in various stages of development, each with a unique timeline, requiring attention to detail.
  • Ability to work independently and use judgment within established guidelines.
  • Ability to obtain a medical card with a clean driving record.
  • Valid driver's license with access to transportation for travel on organization business.
  • Ability to drive large, multi-passenger vehicles, including vehicles over 10,000 lbs.
  • Willingness to work a flexible schedule that includes long hours near/during event dates as well as weekends, evenings and holidays when necessary.
  • Proven ability to promote a positive work environment.
  • Ability to professionally advocate Best Friends Animal Society positions on issues.
  • Strong interpersonal skills to handle sensitive and confidential situations.  The ideal person for this job would be a team player, positive, personable, upbeat, energetic, proactive, tactful and diplomatic.
  • Resourceful, roll up the sleeves attitude. The successful candidate must have the initiative to resolve problems and seek answers independently and enthusiastically demonstrate flexibility to persist until goals are achieved.

 

Physical Requirements:

  • Work at a computer for extended periods of time with repetitive typing, arm and hand motion.
  • Ability to stand for long periods of time while performing work requiring concentration and manual dexterity.
  • Must be able to lift up to 50 pounds.  
  • Willing and able to travel and work for extensive periods across the state and elsewhere to support events.
  • Must be able to work outdoors in all weather conditions, with temperatures ranging from below freezing to above 100 degrees.
  • Must be able to perform strenuous physical activity on a daily basis, including but not limited to: walking, hiking, bending, lifting, carrying, twisting, reaching, stooping and squatting.
  • Ability to effectively and safely handle a variety of animals and spend extensive periods of time with those animals in close quarters.

Best Friends Animal Society is an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to their race, color, religion, ancestry, national origin, sex, sexual orientation, age, disability, marital status, domestic partner status, or medical condition.

 

Best Friends Animal Society
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