Event Coordinator

The Company

Great American Merchandise & Events (GAME) specializes in unique, community-based fundraising events, like the signature Duck Race, that foster engagement and help raise funds for local causes. At GAME, we believe in creating memorable experiences that build community while empowering local non-profits.

The Role

We are seeking a detail-oriented and proactive Event Coordinator to join our team. In this role, you will work closely with both new and existing clients to support them through the event planning and execution process, ensuring that all materials, communications, and logistical elements are in place for a successful fundraiser. This role involves managing our custom-built “Equack” portal for client access, collaborating with our warehouse for order fulfillment, and providing ongoing client support from the initial planning stages to post-event follow-up.

• Conduct introductory calls with new clients to establish timelines, provide an overview of resources, and set up the client's Equack portal with event dates.
• Participate in client update meetings, provide scheduled and ad hoc updates to each client.
• Add new event dates, administrators, ensure "Save the Date" images are accessible in the Equack site, and distribute login information, shared files, and marketing package options.
• Provide Equack tutorials or updates as needed and distribute the Equack User Guide, FAQ templates, and Rules & Regulations templates to new clients.

• Collaborate with  Marketing Associate to process printing requests, align with promotional calendars, and send proofs and approval forms to clients.
• Coordinate shipping and tracking, including Collateral Freight Sheet, marketing materials, adoption papers, point-of-purchase displays, and event tickets.
• Support Marketing Associate as needed

• Coordinate with the warehouse team to manage event materials, including updating duck adoption orders, shipping promo/workshop boxes, tags, and other essential items, and issuing refunds.
• Track and manage inventory of ducks and tags, reaching out to clients for potential restocking as needed.
• Record and communicate new and updated information for all events, ensuring all team members are informed about event updates.
• On event days, provide remote support for clients, checking for any discrepancies in client websites (goal ranges, tag ranges, FAQ, Rules & Regulations, etc.).

• Schedule and lead walkthrough calls with clients to review event day logistics, provide instructions, and answer questions about Equack or fundraising tools.
• Maintain frequent communication with clients to answer questions, update event-specific collateral, and manage text-to-adopt campaigns.
• Send clients their event tracking numbers, shipment manifests, and other event-related information.

• Provide support and documentation to clients and internal teams on an as needed basis
• Other duties as assigned

• Experience in event planning or coordination, ideally within a community-focused or nonprofit environment.
• Ability to communicate effectively with clients, providing clear instructions and support throughout the planning and execution stages.
• Exceptional organizational skills to manage timelines, update resources, and coordinate multiple client projects simultaneously.
• Experience with shared documents and collateral management.
• High level of accuracy in updating event details, tracking shipments, and managing client-specific needs.
• Dedicated to providing responsive, helpful support to clients, ensuring a positive experience from onboarding to event completion.
• Familiarity with fundraising events and community-driven marketing approaches.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

GAME Group is an Equal Opportunity Employer