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Events Coordinator- UJIA

  • Location: Kentish Town, London
  • Sector: Community
  • Salary: c. £26,000 depending on experience
UJIA is the leading UK- Israel charity. We take responsibility for developing a strong British Jewry that builds a lifelong connection to Israel. We connect our UK youth through innovative educational programmes that work alongside our projects in Israel, to support the most vulnerable in society.

Purpose of the Job
The Events Coordinator will be responsible for the delivery of fundraising and cultivation events for UJIA. They will be responsible for all the administration and logistics of UJIA events as well as liaising with the relevant lay committees and being the key liaison with table hosts and guests.

Main Tasks
  • Delivering key fundraising events
  • Managing all guest lists
  • Creating relationships with lay committees and events suppliers
  • Delivery of key campaigns
Key Task – Managing Key Fundraising Events and Campaigns
  • To ensure that all events reflect the UJIA brand and mission and are fit for purpose
  • To manage events with complete efficiency and deliver events to UJIA standards
  • To ensure there is a key fundraising ask at each event, to achieve fundraising targets related to each event and to ensure all information is passed over to fundraisers so they can follow up with guests
  • For cultivation events ensure that the event will be fit for purpose and ensure maximum cultivation opportunities
  • To organise logistics and be responsible for the running of the event
  • To negotiate with suppliers, review contracts and get sign off from line manager
  • To research and liaise with caterers, venues and all suppliers for events.
  • To produce and monitor budgets ensuring we are being cost effective and ensure all budgets are signed off
  • To attend events, supervising from start to finish e.g. set up, coordinating last minute changes, handling queries, overseeing clear up
  • To administer invoices from suppliers and present costs for sign off
  • To produce and oversee timetable and project plan.
  • To work with lay committees to nurture, motivate and inspire them and be their key liaison, organising meetings and following up on actions
  • To deliver on all aspects of fundraising at events e.g. production of a brochure, auction or raffle 
  • To create positive relationships with sponsors
  • To follow all financial processes and spreadsheets for events and to liaise closely with the financial department to ensure all money comes in post event and all expenditure is paid
  • To ensure all events are insured
  • To contribute to the creative look of the event, ensuring it has a UJIA and Israel look and feel e.g. table centres, decorations etc
  • To brief in the event with the Marketing department and ensure the preparation of all marketing materials for the event and that the materials are fit for purpose e.g. invitations, table plans and table materials
  • To manage inventory lists prior to events and at the end of events to ensure no items are left behind
  • To arrange transportation of staff and materials to and from events
  • To arrange speakers and beneficiaries to attend events, including organising all the logistics involved and their itineraries
  • To ensure social media is showcasing the events to the maximum potential
  • To deliver key campaigns and programmes to ensure awareness and engagement of UJIA to the community
Key Task – Managing Guest lists
  • To oversee the setup of events on UJIA database and manage the online booking process
  • To be responsible for working with the committee to maximise potential guests for each event and to ensure each event reaches capacity
  • To be the main liaison with guests, acting with integrity and professionalism
  • To input and update all information regarding invitees, acceptances and donations sent with declines on the Raiser’s Edge before each event with donor services
  • To manage table host invitee lists and the whole inviting process
  • To add any additional information regarding seating preferences, food allergies etc. that may be helpful
  • Work with donor services - creating and updating raisers edge pages for each event and monitoring guests responses
  • To monitor ticket payments and chase where necessary
  • To regularly generate reports for table hosts with regards to replies & donations and ensure all reports are accurate
  • To despatch admission cards
  • To ask for donations from guests who are unable to attend the event.
The role requires that the individual is able:
  • To be highly efficient and organised with strong I.T. skills
  • To show great attention to detail
  • To work to strict deadlines
  • To exercise flexibility with work assignments
  • To be confident and professional at all times with a good telephone manner
  • To create and enhance effective and appropriate internal and external relationships (team members – colleagues in other departments, partners, lay leaders, volunteers, consultants, donors and any other communal organisations) through trust, empathy, reliability, flexibility, professionalism and quality
  • To ensure that appropriate confidentiality is adhered to at all times
  • To express passion for and have knowledge of the Jewish Community and Israel
  • To be a brand ambassador representing UJIA at all times
As a member of the fundraising department you will be required to attend all fundraising events and canvassing sessions. These may take place outside of normal working hours.

Place of Work
Your main place of work will be the UJIA London office located at 1 Torriano Mews, Kentish Town, London, NW5 2RZ but the role will also require you to travel to various appointments around London.

Hours of Work
Regular office hours are 9.00am – 5.30pm Monday to Thursday and 9.00am - 1.30pmon Fridays. However this role will include one evening a week (two evenings a week in busy periods) and approximately 5 Sundays per campaign year. The applicant will also be expected to be flexible and to work outside of normal working hours at relevant evening events and meetings.