Position: Marketing and Events Coordinator

Company: Read To Me International Foundation (RTMI)

Job Type: Full Time Exempt, Salaried

Location: 677 Ala Moana Boulevard Suite 302, Honolulu, Hawaii 96813

Immediate Supervisor: Executive Director

JOB DESCRIPTION: The Marketing and Events Coordinator will be responsible for coordinating events for RTMI with the supervision of the Executive Director and other event implementers*. This includes the coordination of small-scale events, such as family literacy events and booth events, and large-scale events, such as the annual Feed Me A Story gala and annual Conference, plus fundraising mailers. In addition, the Marketing and Events Coordinator will manage the organization’s social media, website, newsletter monthly distributions, volunteer databases (VolunteerAlly, AUW) and assist the Executive Director with collateral like the annual report, program implementation, and other community outreach activities, as assigned.

RESPONSIBILITIES:

In conjunction with the Executive Director and other event implementers*, plan, organize, and execute a variety of events including RTMI booths, community outreach events, the Feed Me A Story gala, and the RTMI Conference, among other types of events.
Oversee the logistical coordination of event setup and takedown, emphasizing safety and efficiency in execution.
Develop long lead timelines, programs, and run of shows for both large-scale and small-scale events, working with the parties specified below.

*Other implementers include, but are not limited to, the Executive Director, contracted Day-Of Coordinator, Board of Directors (BOD) - FMAS & Conference.

Communicate and coordinate with vendors, donors, BOD members, and partners.
Manage pre-event and post-event inventory to ensure that office spaces remain organized, and all inventory is accounted for.
Implement systems or SOPs to efficiently prepare and pack supplies for events.
Create and maintain event supplies and an event supply station.
Hold others accountable for bringing the correct inventory and supplies to events, inventorying the items post-event, and returning inventory to its proper places.
Manage RTMI’s social media, social media, website, newsletter monthly distributions, volunteer databases (VolunteerAlly, AUW), etc. based on established branding guidelines, standards, and SOPs in place.
Maintain an internal RTMI events calendar and post events on RTMI’s website and volunteer sites such as VolunteerAlly in a timely manner.
Use RTMI’s templates and branding standards to create collateral for events, such as flyers and presentations on Canva, Microsoft Suite, etc.
Develop systems for gathering and assessing post-event feedback to guide future event planning and enhancements. Along with the Executive Director, deliver feedback to relevant parties, and implement event logistic changes, as appropriate. Facilitate prep and debrief event meetings.
Maintain and manage event spreadsheet trackers and budgets, such as the Presentation Spreadsheet, Book Order Spreadsheet, Expense Requests, and Event Budgets.
A thorough understanding of budgets, general accounting procedures, and moderate knowledge of Excel formulas and spreadsheets are important for this role.

DESIRED QUALIFICATIONS:

A minimum of three years’ work experience at a nonprofit organization or business fundraising and/or coordinating small-scale and large-scale events.
A minimum of two years’ work experience in marketing, such as social media.
Bachelor’s Degree in Marketing, Event Management, Business, Philanthropy, or a related field.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Google Drive, Design (Canva, etc.), Brevo, and Video Communication Platforms (Zoom, Microsoft Teams, WebEx), Social Media (Facebook, Instagram, etc.), WordPress, and running technology at events (laptop sharing, etc.).
Has experience with donor software, POS systems, IT experience, and fundraising systems.
Has experience with event planning, public speaking, oral communication, and social media.
Has experience with budgets, data collection, analysis, and reporting.
Familiarity with computer operating systems, printers, copiers, faxes and scanners, and other office equipment.

DESIRED PERSONAL QUALITIES:

Passionate about Read To Me International Foundation’s mission.
A strong communicator, with excellent written and verbal skills.
Detail-oriented, organized, and develops a positive work environment.
Goal-driven, highly organized, able to provide and receive constructive feedback.
Displays ownership and accountability - asks for help when needed, ability to prioritize assignments, communicates frequently, and follows through with minimal supervision.
Transparent, flexible, and operates with integrity.
Possesses a teamwork mindset, is collaborative, and has a positive attitude.

OTHER REQUIREMENTS:

This job requires:

Access to a vehicle, a valid driver’s license, and current no-fault auto insurance with at least the minimum State of Hawai’i coverage requirements.
The ability to travel between sites, occasionally including neighbor islands.
The ability to lift 35 pounds.
The ability to perform duties at a computer and/or desk in the field.
Work Schedule: Monday through Friday, from 8:00 AM – 4:30 PM, with one work-from-home day and one in-person day at the Community Learning Center at Māʻili office.

WORKING CONDITIONS:

The Events and Marketing Coordinator generally works a standard work week, Monday through Friday, from 8:00 AM - 4:30 PM, and must be available for evening and weekend events. RTMI team members are expected to work evenings, weekends, and overtime hours to accommodate program activities and events.

COMPENSATION:

$50,000 - $65,000 annual salary range

BENEFITS:

RTMI offers the following benefits to eligible employees, including:

Health Insurance – medical, dental, vision (standard waiting period applies)
Twenty (20) Days of PTO upon hire, inclusive of sick days, (with the ability to roll over five unused PTO days to the following year) and standard paid holidays
Spot Bonus based on performance review (eligible after one year of employment)
Simple IRA Retirement Plan option with up to 3% company match (waiting period may apply)
Mileage reimbursement
Employer-sponsored parking

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT:

RTMI provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, marital status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment.

TO APPLY:

Interested applicants, please send a cover letter and resume to dannah@readtomeintl.org. Submissions without a cover letter and resume will not be reviewed.

DISCLAIMER: This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of the Employer.

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Marketing and Events Coordinator