Event Support Specialist - Foundation

Job description

Why Beebe?
Become part of the Beebe team - an inclusive team positioned in a vibrant, coastal community. Enjoy a fulfilling career as you support the health of our patients and a team focused on excellence.
Overview
The Event Support Specialist enables the successful execution of Beebe fundraising and community events, ensures sponsor agreements and recognition are fulfilled, secures non-cash donations and auction items, and tracks event performance.
Responsibilities
• Support logistics for signature fundraising events, including vendor coordination, timelines, site setup and breakdown, and on-site event management.
• Execute sponsor recognition and deliverables per sponsorship agreements, including signage, program listings, verbal acknowledgements, and digital placement; confirm fulfillment and document exceptions.
• Solicit, track, and steward in-kind and non-cash donations and auction items, including outreach, donation intake, item tracking, acknowledgements, and coordination with auction platform.
• Ensure event invitation lists are segmented appropriately, and post-event recognition and gratitude are completed in a timely manner.
• Assist with ticketing and registration processes, guest check-in, seating charts, and attendee reporting when needed.
• Prepare event materials and briefings for staff, volunteers, and leadership; manage production of signage, programs, name badges, and sponsor collateral.
• Process and document event-related invoices, purchase orders, and non-cash donation paperwork; coordinate with Finance for reconciliation and acknowledgements.
• Provide logistical support for Foundation gift officer house events and donor cultivation meetings, including venue booking, catering coordination, guest lists, RSVPs, materials, and day-of coordination.
• Track community engagement metrics, including attendance, participation rates, patient leads, sponsorship activity, volunteer engagement, and donor pipeline indicators.
• Coordinate post-event meetings to capture lessons learned, evaluate performance against expectations, and identify opportunities for improvement.
• Maintain accurate records within Foundation and organizational databases.

Qualifications
• 1-3 years of event coordination or project management experience, or equivalent combination of education and experience.
• Knowledge of event logistics such as site identification, catering requirements, audio/visual needs, and presenter support.
• Strong organizational skills, attention to detail, and ability to manage multiple tasks and deadlines.
• Proficiency with project management applications and donor database systems, list segmentation, mail merge, and name tag production.
• Excellent written and verbal communication skills with a professional customer service orientation.
• Professional demeanor and comfort interacting with donors, sponsors, vendors, and internal teams ranging from senior-level executives to high-school students.
• Basic budget and engagement tracking and invoice processing experience.

Competencies Skills
Core Competencies
• Highly organized and detail-oriented
• Collaborative team player with strong customer-service focus
• Professional and donor-centered communicator
• Comfortable managing logistics in fast-paced environments
• Responsive, flexible, and calm under pressure
• Committed to accurate recordkeeping and timely follow-through

Credentials
Education
• 3-4 years of event coordination or project management experience and a High School degree or equivalent, or Bachelor's Degree or equivalent combination of education and experience.

Entry
USD $24.62/Hr.
Max
USD $38.16/Hr.