Job Description

PURPOSE: To assist the Special Events Director with Calvary Church’s Special Events and Guests. Events include, but are not limited to Christmas, Easter, National Day of Prayer, Love Day/Love Week, Freedom Celebration, Fall Fest, Thanksgiving Pickup Party, Calvary Christmas Toy Shop, Concerts, Conferences, etc.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

- Assisting the Special Events Director and Coordinator(s) in the following ways
- Be available the day before/day of/day after events for set up, event running, and tear down
- Be available to run errands for events and for guests
- Be able to work with the Special Events Team by communicating needs, answering questions, being available at the third step of Life Track to help answer questions about Special Events and what the team consists of
- Be able to do research for budgets
- Be able to host special guests (guest speaker, artists, entertainer) with professionalism and excellence.

- Be able to handle administrative items (checklists, research for budgets, etc. four outreach events such as:)

• Manage Calvary Thanksgiving meal drive:

• • Work with Calvary creative team to plan and coordinate Thanksgiving details.
  • Schedule and organize meetings.
  • Serve as main POC for Calvary creative team, volunteers, APS, etc.
  • Recruit volunteers and organize them according to each distribution location.
  • Create and maintain master spreadsheet of distribution sites and meals.

• Calvary Christmas Toy Drive:

• • Manage all details related to Calvary toy drive collection.
  • Track all incoming toys, plan distribution of toys.
  • Connect with schools and/or organizations for distribution.
  • Recruit and train volunteers for day of event and various work days prior to event.

• Identify community needs and mobilize teams of people to bring resolution to those needs.
• Coordinating and organizing details of outreach and events as required:

• • Thorough communication, placement, and training of volunteers
  • Create and implement new processes and procedures to ensure the event runs as smoothly and accurately as possible.
  • Order and distribute various materials and resources needed to achieve the needs of the community.
  • Collaborate and coordinate with other departments in Calvary Church the implementation and distribution of various promotion material.

• Cultivate & Develop relationships with key participating churches & parachurch organizations.
• Lead, train, and oversee volunteers for various outreaches and events.
• Keep accurate and detailed information of Calvary Church outreach event efforts.
• Coordinate church community initiatives and events.
• General Office

• • Answer phones, file, organize, type, fax, write, make copies, schedule, email, send mail, direct calls, bulk print, voicemail, deliver messages, manage calendars, inventory, prepare reports, proofread, troubleshoot problems with office equipment and work with the public and staff.
  • Handle money properly, be familiar with protocol and provide documentation.
  • Uphold Calvary Church policies.
  • Have skills and ability to generate documents/power points/excel sheets.
  • Able to input data into reports, and easy to understand charts/graphs.
  • Understand of basic computer software, programs, word processors, etc.
  • Able to work under stress, multiple projects, and deadlines effectively.
  • Attend mandatory staff meetings, and various departmental meetings.
  • Communicate with all levels of departments including, but not limited to, janitors, maintenance, executive office, servants, student ministries, ministry leaders, surrounding businesses and contracted businesses.
  • Assist with annual board report for Special Events department.

SKILLS & KNOWLEDGE REQUIRED:

• High School Diploma or equivalent
• Associates preferred or equivalent work experience (Six months to one year of relevant experience)
• 3+ years office experience
• Confidentiality
• Strong organizational skills
• Strong leadership skills and capabilities
• A calm sense of urgency
• Excellent verbal and written communication skills with exceptional interpersonal communication skills
• Ability to work independently on assigned tasks as well as to accept direction on given assignments
• Ability to complete assigned responsibilities and duties under direction from supervisor as well as to be self-motivated and take individual initiative
• Works well under pressure
• Detail oriented and team player
• Microsoft Suite experience and database experience desirable
• Flexibility to work early, late, weekends and holidays
• Must be able to comfortably lift 50+ pounds
• Must be willing to stand for long periods of time
• Must be able to walk long distances
• Calvary is your home church which you attend weekly

COMMENTS
The above statements are intended to describe the general nature of this job and the level of work performed by employees in this position.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties required by their supervisor.

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

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