About the European Climate Foundation


The European Climate Foundation (ECF) is a major philanthropic initiative working to help tackle the climate crisis by fostering the development of a net-zero emission society at the national, European and global level.


We deploy strategic grantmaking to support more than 800 partner organisations to carry out activities that drive urgent and ambitious policy in support of the objectives of the Paris Agreement, contribute to the public debate on climate action and help deliver a socially responsible transition to a net-zero economy and sustainable society in Europe and around the world.

Position:

About the role
The mission of the Strategic Partnerships team is to build and steward strong funding partnerships to power ECF’s climate impact. Our organisation and income are growing, and we have recently expanded the Strategic Partnerships team to support this growth.
The Partnership Officer plays a key role in planning and delivering donor meetings and events in support of ECF’s stewardship and fundraising efforts. In particular, you will focus on the preparation and coordination of key internal and external events, trips and meetings with funding and philanthropic partners (e.g. Funders’ Table, ECF’s Partners’ Retreat, Climate Week, etc).
The Partnership Officer works closely with a range of internal and external stakeholders, including all colleagues in the Strategic Partnerships team, programmes and the CEO’s office.


Key responsibilities
The Partnership Officer, Meetings and Events, duties include:

• Project planning and execution: support the relationship managers in planning and executing SP donor meetings and events, including annual donor appreciation events, fundraising events, cultivation events, and other engagement activities. Lead on the development of project plans, timelines, and budgets for each event, ensuring adherence to deadlines and financial parameters. Coordinate logistics such as venue selection, catering, audiovisual setup, decor, and event registration.
• Donor engagement calendar: collaborate with the SP relationship managers and leadership team to develop, visualise and communicate on a comprehensive donor engagement calendar, in which meetings and events are aligned with fundraising goals.
• Communication: coordinate communications with donors regarding event invitations, RSVPs, event updates, and post-event follow-ups. Ensure timely and personalized correspondence with donors, addressing their inquiries, concerns, and special requests. Contribute to the cultivation and stewardship of donor relationships during meetings and events, providing exceptional customer service and ensuring a positive donor experience.
• Project-manage event logistics and vendor management: all aspects of event logistics, including venue selection, contract negotiation, vendor coordination, and on-site event management. Collaborate with external vendors such as event planners, caterers, audiovisual providers, photographers, and transportation services. Ensure seamless execution of events, including set-up, registration, program flow, audiovisual requirements, and guest management.
• Donor recognition and stewardship: in collaboration with SP stakeholders, develop and implement tactics for donor recognition and stewardship during meetings and events. Coordinate the production and distribution of personalized recognition materials, including name tags, donor walls, and thank-you notes. Facilitate opportunities for donors to interact with ECF leaders, ECF programme beneficiaries, and other stakeholders during events.
• Event promotion: collaborate with CEO´s office, SP, ECF programmes and communications teams to develop event communication materials. Coordinate the production of event invitations, save-the-dates, programs, signage, and other event-related collateral.
• Project budgeting and project financial management: develop event budgets with budget holders, ensuring cost-effective planning and utilization of resources. Monitor event expenses and revenue, tracking financial performance against budgeted targets. Maintain accurate financial records and provide regular reports on event finances to the SP leadership team.
• Data management and analysis: manage meeting event-related data, including attendee lists, RSVPs, and donor profiles, in the donor database or CRM system. Analyse event data to measure attendee engagement, track donor conversions, and evaluate the effectiveness of SP events in meeting fundraising goals. Utilize data insights to refine event strategies, improve attendee experiences, and optimize future event planning.
• Risk management and compliance: ensure compliance with relevant legal, ethical, and safety guidelines for events. Manage potential risks associated with events, such as liability, security, and emergency response planning. Secure necessary permits, insurance, and contracts to mitigate potential risks and protect the organization's interests.
• Recordkeeping and operational support: provide ad-hoc operational support to the SP leadership team, including updating and maintaining records in databases and project management software.

Requirements:

Experience and competencies

• A bachelor's degree in event management, hospitality management, marketing, communications, or a related field is preferred. Relevant certifications in event planning or project management are advantageous.
• Proven experience in planning and executing meetings and events, preferably in the nonprofit or philanthropic sector. Demonstrated success in managing events of various scales, including donor appreciation and cultivation events. Strong project management skills, with the ability to plan, organize, and execute multiple events concurrently. Proficiency in developing project plans, timelines, and budgets. Experience in coordinating event logistics, vendor management, and on-site event operations.
• Excellent written and verbal communication skills to effectively communicate with donors, vendors, and internal stakeholders. An interest in relationship-based fundraising and an ability to convey the organization's mission, impact, and funding needs to donors during meetings and events. Strong interpersonal skills to build rapport and establish relationships with diverse groups of individuals.
• Ability to develop event budgets, tracking expenses, and analyzing financial performance.
• Experience in managing event-related data, such as attendee lists and donor profiles, in donor databases or CRM systems.
• Strong creative thinking and problem-solving abilities. Keen attention to detail to ensure accurate and seamless event logistics, including venue selection, decor, audiovisual setup, and guest management.
• Proven ability to collaborate effectively with cross-functional teams and excellent teamwork and interpersonal skills to foster a collaborative and inclusive event planning environment.
• Ability to work in a fast-paced and dynamic environment, project managing multiple priorities and adapting to changing circumstances. Resilience and the ability to remain calm and solution-oriented in high-pressure situations during events.

Other information:

What we offer

• The unique opportunity to work as part of a growing, dynamic team, who combine their passion to make a difference with a rigorous and results-oriented approach to work;
• A flexible work environment and a space to develop new skills and challenge yourself;
• A 3 months contract;.

Location: United Kingdom