Date Posted: March 11, 2019

Position Summary

The executive events specialist serves Insight for Living Ministries (IFLM) by providing high-level event planning and execution for internal events and detailed administrative support for external events and departmental initiatives. As a member of the Ministry Events Department, the specialist possesses a servant’s heart, a passion for people to grow in their faith, and a commitment to excellence and quality.

The specialist provides care, encouragement, and prayer for event attendees and for those within the department. A self-starter and forward thinker with a strong attention to detail, the specialist helps ensure event objectives, themes, venues, and all other preparations are completed with the utmost care and diligence in order to ensure an engaging experience for all event attendees.

Core Job Functions

Administrative Responsibilities (40%)

  • Completes mailing processes for event staff and donors from beginning to end, including donor segmentation reports, group sorting, list preparations, mail merges, formatting, and printing
  • Prepares collateral materials for events
  • Organizes and arranges planning and concept meetings for events
  • Assists director with daily e-mail correspondence
  • Maintains event files (both electronic and print) by creating new file folders and updating materials and documents for each event and event category
  • Owns and maintains Ministry Events’ supply closet and event inventories
  • Updates and maintains Excel and Word documents as needed
  • Collects departmental receipts for monthly expense reports
  • Supports the director with maintaining the department budget by tracking and reporting variances

Executive Events (30%)

  • Coordinates the planning of internal executive events such as board meetings, staff meetings, home gatherings, chapels, video recordings, and book signings
  • Assists in planning key components for each event, including objectives, budget, location, calendar date, theme, room layout, décor, dining arrangements, menu, and floral arrangements
  • Works closely with venues and vendors, ensuring arrangements and event details are completed before deadlines
  • Confirms reservations and preparations with venues and vendors, helps with set-up, assists with the actual event and tear-down, and completes any necessary tasks to facilitate a smooth-running event
  • Ensures equipment, supplies, and props are procured and appropriately stored post event

Conferences and Tours (15%)

  • Supports department with preparations by packing and shipping materials, including necessary products, equipment, supplies, and props
  • Sends pre-event staff documents and completes any other necessary tasks required to facilitate a smooth-running event
  • Supports department with post-event tasks, such as returning materials, products, equipment, supplies, and props, and ties up remaining loose ends after the event

Team Member Contribution (10%)

  • Models IFLM’s core values through daily conduct
  • Exerts initiative and drive to improve departmental and organizational operations
  • Owns problems, creates solutions, and maintains personal accountability for results

Professional Development (5%)

  • Commits to the challenges of growth and development according to the Professional Development Plan
  • Pursues the designated knowledge and/or experience with a positive attitude
  • Completes assigned tasks with excellence and in a timely manner

Position Specifications

Job Qualifications

  • Bachelor’s degree preferred with minimum seven or more years’ experience coordinating special events
  • General knowledge of the travel and meeting industry, as well as conference planning functions
  • Experience working with set design, table settings, room decoration, floral displays, costumes, etc. preferred
  • High attention to details and superior organization skills while multitasking
  • Ability to anticipate and prioritize work with minimal direction
  • Extremely professional interpersonal skills and high emotional intelligence with the ability to build and maintain excellent relationships with constituents, donors, staff, and executives
  • Humility, a high level of flexibility, a positive attitude, and the ability to work well with others
  • Strong customer service orientation and demeanor
  • Effectively collaborate and brainstorm with a creative team
  • An understanding of and ability to maintain confidentiality
  • Proficiency in MS Office Suite, particularly Word, Excel, and Outlook
  • Physically able to occasionally lift up to 50 pounds

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.