Special Events Coordinator

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ABOUT THE BAILEY FOUNDATION

The Bailey Foundation, a 501(c)(3) nonprofit organization based in St. Louis, Missouri, was founded in 2018 with a mission to empower youth and families while building stronger, more connected communities. Guided by a commitment to dignity, sustainability, and meaningful impact, the Foundation has delivered over 13 million pounds of food, supported 40,000 children and families, and created more than $2 million in economic opportunities to families and community members. Join us in taking action and changing lives. For more information, please visit www.thebaileyfoundation.org.

Role Overview:

Are you ready to help make history? Join The Bailey Foundation’s Event Committee as a Event and Operations Coordinator for The BIG 25, our official Guinness World Record attempt for the largest food collection drive EVER! This is more than an event-it’s a movement centered on service, unity, and empowering communities nationwide.

In this pivotal role, you’ll coordinate the behind-the-scenes logistics that make history possible. Your efforts will ensure every detail is seamless, from event operations, collections and food sourcing, to volunteer coordination, inspiring people everywhere to join and make a meaningful difference.

Key Responsibilities:

1. Event Setup & Coordination:

• Plan and oversee the setup of physical and virtual collection sites across designated locations,

• Assist in creating and managing virtual collection sites to expand the event's reach.

• Source food and donation opportunities
• Coordinate all aspects of final event day

• Coordinate with vendors, contractors, and site managers to ensure all equipment, signage, and materials are secured

1. Storage & Inventory Management:

• Identify and secure appropriate storage facilities to house donated items before, during, and after the event.

• Develop and implement systems for tracking inventory, including intake, sorting, and distribution of donations.

• Coordinate with the sponsorship and volunteer teams to manage transportation of items between collection sites and storage facilities.

• Coordinate with internal teams to dissiminate reports to respective donors, sponsors, etc.

2. Operational Execution:

• Ensure all collection sites are staffed, supplied, and operational throughout the pre-event and event campaign.

• Develop contingency plans to address potential logistical challenges, such as transportation delays, storage shortages, or weather-related disruptions.

• Monitor and support the execution of virtual collection platforms, ensuring seamless user experiences and proper tracking of contributions.

3. Volunteer Coordination:

• Support voluteer recrutiment process to ensure event day is fully staffed.

• Provide volunteers with clear instructions and support to ensure efficient operations at each site.

4. Post-Event Wrap-Up:

• Ensure accurate inventory reporting and distribution of collected items.

• Assist in preparing post-event reports on logistics and operational successes, challenges, and lessons learned.

Skills & Qualifications:

• Proven experience in logistics, event planning, or operations management (nonprofit or large-scale events preferred).

• Strong organizational and problem-solving skills with attention to detail.

• Ability to manage multiple tasks and deadlines in a fast-paced environment.

• Familiarity with inventory management systems and tracking tools.

• Excellent communication and collaboration skills to work with diverse teams and stakeholders.

• Physical ability to assist with setup and breakdown tasks as needed.

Time Commitment:

This role requires approximately 6-10+ hours per week leading up to the event, with increased hours during as we get closer. Flexibility to work evenings or weekends as needed for site setup and event execution.

Why Join Us? As the Special Event Coordinator for The Bailey Foundation, you’ll play a critical role in ensuring the success of a historic event that empowers communities and sets a Guinness World Record. Your efforts will directly contribute to reducing waste, providing essential goods to families, and creating a meaningful impact across the region.