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Event Logistics Coordinator

Job Summary: The Melanoma Research Foundation (MRF) is seeking an Event Logistics Coordinator (ELC) to organize and optimize the Foundation’s fundraising events to include but not limited to the National Miles for Melanoma 5K run/walk program, National Gala program, and other development related events and activities. The ELC is a well-organized, strategic and highly detailed oriented professional who communicates effectively and works seamlessly with vendors, staff, constituents and donors.

The ELC coordinates and facilitates the planning, execution, evaluation of events, including but not limited to securing all vendors and coordinating logistics, shipping and receiving of all event materials, volunteers, auctions, raffles, and registration/check-in/check-out. The primary goal of the Event Logistics Coordinator is to ensure that the “event experience” is seamless for attendees, volunteers, staff and vendors. The ELC contributes to the MRF’s organizational effectiveness by handling all invoicing processes, reconciling budgets, ensuring sponsor benefits are implemented at all events, and building a consistent “constituent experience” while optimizing vendor relationships to reduce costs.

What You’ll Do:

• Identify, negotiate with, and procure vendors and necessary resources for the Miles for Melanoma 5K, Gala series, and additional fundraising events as required.
• Identify, negotiate with, and procure vendors and necessary resources for the Miles for Melanoma 5K, Gala series, and additional fundraising events as required.
• Review contracts for accuracy and route them for internal approvals.
• Track contract deliverables and dates for the development department.
• Process event invoices and contracts through the Accounts Payable system, ensuring adherence to each event’s budget constraints.
• Research and secure all required permits in each respective event city.
• Serve as primary coordinator for all phases of the event.
• Adhere to budgets and successfully reconcile all expense financials after each event.
• Manage the shipping/receiving for all events/activities.
• Maintain a master calendar of events to assist with organizational planning to optimize participation.
• Work closely with the Communications Department to manage event deliverables, ensuring accurate listing of sponsorship benefits.
• Work with the development team to ensure all event-related travel is planned and secured in compliance with the MRF Travel policy.
• Conduct post-event evaluations and complete performance matrix for each event.

What You Bring:

• 1-2 years direct experience in event or meeting planning and logistics or related experience.
• High attention to detail and ability to multi-task multiple projects.
• Excellent communication and customer service skills.
• Tracking and management of multiple event budgets.
• Experience with Concur preferred.
• High attention to detail and ability to multi-task multiple projects.
• Team-player with a positive attitude who can effectively work with multiple constituents.
• Able to travel for up to 12 events annually and work evenings and weekends as needed.
• Position is based in the Washington, DC office.

EDUCATION:

Bachelor’s degree required or four years of relevant experience.

ADA PHYSICAL DEMANDS: The physical demands represent those that must be met by an employee to successfully perform the essential duties and responsibilities of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• The position requires being seated for several hours a day.
• The employee must frequently speak and hear as well as utilize the telephone, computer keyboard and monitor, pen and paper.
• The employee is required to walk and/or travel by car, train or plane.

For more information or to apply, please email [email protected].

Development Associate

Are you passionate about making a difference? Do you thrive in dynamic environments where creativity and initiative are celebrated? Look no further! The Melanoma Research Foundation (MRF) is seeking a talented individual to join our vibrant Development Department as a Development Associate and spearhead our nationwide Miles for Melanoma 5K program.

What You’ll Do:

Fundraising

• Forge strategic partnerships with sponsors to maximize impact.
• Volunteer Outreach Program Administration
• Manage volunteer contact lists.
• Develop a captivating marketing calendar to amplify outreach efforts.
• College campus outreach: Greek life involvement, Sports team involvement
• Develop and execute volunteer training programs.
• Onsite and virtual training (tablets, set-up guides)
• Lead the charge in recruiting, training, and empowering volunteers for our Miles for Melanoma 5K program.
• Assist in the planning and execution of EOY stewardship.

Administrative

• Coordinate internal mailings and distribution of materials for the Miles for Melanoma 5K program.
• Develop copy and designs for event-related marketing assets.
• Data and record managing of events such as keeping data on:
• Team performance, individual performance, local sponsorship fundraising and corporate involvement.
• Product inventory management of event supplies and program assets
• Maintain/triage email and phone communications for Miles for Melanoma phone line/inbox and provide technical support for the team raiser platform.
• Own the call list for Miles events, driving registration through personalized outreach.
• Travel to events
• Tier C city ownership
• Twin Cities MN, Miami and Fort Meyers FL, Atlanta GA, Seattle WA, and Morristown NJ.
• Booking meetings, by managing Miles for Melanoma Zoom account.
• Revenue goal $250,000 with a stretch goal of $500,000

What You Bring:

• 1 to 3 years of experience in a non-profit development department
• Outgoing and willing to speak to donors/prospects on the phone.
• Experience using donor database systems such as Raiser’s Edge strongly preferred.
• Ability to handle highly confidential and sensitive information.
• Excellent verbal, written and interpersonal communication skills.
• Team-oriented, able to communicate and work with cross-departmental teams.
• Detail-oriented
• Proficient in Microsoft Office
• Demonstrates flexibility to changing situations and ability to balance competing demands and priorities.
• Event planning and coordinator experience
• Demonstrates ability to professionally represent the MRF and exhibits familiarity with development best practices and techniques.
• Demonstrates a willingness to learn and a desire to grow and expand one’s knowledge.

Education:

Bachelor’s degree required.

Other Requirements:

Willingness to travel for 7-10 events to assist with fundraising activities. Position is based in the Washington, DC office.

ADA Physical Requirements: The physical demands represent those that must be met by an employee to successfully perform the essential duties and responsibilities of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

The position requires being seated for several hours a day. The employee must frequently speak and hear as well as utilize the telephone, computer keyboard and monitor, pen, and paper. The employee is required to walk and/or travel by car, train, or plane.

For more information or to apply, please email [email protected].

Internships

The MRF is looking for bright, enthusiastic interns who have a desire to learn more about melanoma and/or the nonprofit world. Opportunities are available year-round, and may include positions in Education, Events or Development/Fundraising. For more information, please email [email protected].