Job Description

Position Overview

The Event Specialist plays a vital role in advancing USA Cares’ mission by planning, organizing, and executing events that raise awareness, engage the community, and generate critical revenue to support military families. This position is responsible for overseeing USA Cares’ signature events, including the Annual Gala, Groundhog Day Breakfast, and Golf Classics—while also supporting and guiding chapter-led events across the country.

The Event Specialist ensures that each event achieves its financial and engagement goals while upholding USA Cares’ mission, values, and brand standards. This individual will work closely with internal departments, event committees, third-party vendors, sponsors, and volunteers to deliver exceptional, high-impact experiences that strengthen community relationships and drive fundraising success.

Key Responsibilities

• Event Planning & Execution: Plan, coordinate, and execute USA Cares’ major events, including the Annual Gala, Groundhog Day Breakfast, Golf Classics, and other community engagement initiatives from concept through completion.

• Chapter Collaboration: Serve as the primary liaison to USA Cares chapters, providing event support, resources, and oversight to ensure alignment with organizational goals, branding, and financial expectations.

• Committee Management: Lead and support event committees to drive engagement, encourage collaboration, and ensure the successful planning and execution of signature events.

• Vendor & Partner Coordination: Manage relationships with third-party vendors, consultants, and service providers, ensuring accountability for deliverables, timelines, budgets, and quality standards.

• Financial Performance: Monitor and manage event budgets, ensuring each event meets or exceeds its financial and fundraising targets. Track expenses and reconcile post-event financials.

• Sponsorship Development: Identify, solicit, and secure event sponsors and community partners to enhance event success. Oversee sponsorship fulfillment, relationship management, and recognition.

• Logistics Management: Assist with venue selection and contract negotiations, vendor management, event setup, and on-site execution to ensure seamless experiences for attendees and partners.

• Marketing & Promotion: Collaborate with the Communications team to develop and execute event marketing campaigns, digital outreach, and promotional materials that drive participation and visibility.

• Volunteer Coordination: Recruit, train, and manage volunteers to assist with event logistics and guest support, fostering a positive and professional experience for all participants.

• Reporting & Evaluation: Track event outcomes, compile post-event reports, and analyze data to assess performance, identify trends, and recommend strategies for improvement.

• Team Collaboration: Work cross-functionally with internal teams—including Communications, Development, and Outreach—to ensure cohesive event execution and consistent mission representation.

Essential Skills & Qualifications

• Event Management Expertise: Minimum of 2 years of experience planning and executing large-scale events, preferably in a nonprofit, corporate, or community-based setting.

• Fundraising & Sponsorship: Demonstrated success in cultivating sponsor relationships and meeting or exceeding event revenue goals.

• Vendor Relations: Experience managing third-party vendors and contractors, with a strong ability to hold partners accountable for delivering high-quality results.

• Organizational Excellence: Strong project management and multitasking abilities, with exceptional attention to detail and deadlines.

• Communication Skills: Excellent written, verbal, and interpersonal communication abilities, including comfort with public speaking and professional correspondence.

• Relationship Building: Proven ability to develop and maintain positive relationships with sponsors, donors, volunteers, and community stakeholders.

• Technical Proficiency: Proficient in Microsoft Office Suite; experience with event management and CRM platforms (e.g., Eventbrite, Salesforce, or Bloomerang) preferred.

• Collaboration: Team-oriented mindset with the ability to work effectively across departments and with external partners.

• Adaptability: Flexibility to manage shifting priorities in a fast-paced, deadline-driven environment.

• Mission-Driven: A deep commitment to the mission of USA Cares and a genuine passion for supporting military families.

Work Environment

• Office-based position with regular travel to local and regional events.

• Requires flexibility, professionalism, and the ability to manage multiple projects simultaneously.

• Evening and weekend hours may be required during major events or community initiatives.

Compensation & Benefits

• Compensation Range: $25–$27 per hour, commensurate with experience.

• Additional benefits may include paid time off, professional development opportunities, and other organizational offerings.

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