Events Coordinator

Department: Development

Classification: Part-Time/Hourly/Non-Exempt

Schedule: 20 hours/week (average; may vary with event season)

Reports to: Vice President, Development

Position Overview

The Events Coordinator is responsible for planning, organizing, and executing all aspects of events that align with the organization’s mission, objectives, and brand. This role requires exceptional attention to detail, organizational skills, and collaboration to ensure the success of fundraising and community engagement events.

Primary Duties & Responsibilities

Event Planning & Management

• Develop event concepts and themes that reflect our mission.

• Create detailed event plans, timelines, and schedules.

• Coordinate logistics, including venue selection, catering, transportation, and accommodations.

• Ensure compliance with all legal, health, and safety requirements.

Budget Management

• Prepare and manage event budgets.

• Track expenses and ensure events stay within budget.

• Provide financial reports and reconcile accounts after events.

Vendor Coordination

• Source and negotiate with vendors for catering, décor, entertainment, and A/V needs.

• Manage contracts and ensure services are delivered as agreed.

• Build and maintain strong relationships with vendors and suppliers.

Attendee Management

• Oversee event registration and maintain attendee lists.

• Coordinate guest services such as transportation, lodging, and special accommodations.

• Respond promptly to attendee inquiries and resolve issues.

On-site Event Coordination

• Supervise event setup and teardown.

• Ensure all elements are executed according to plan.

• Troubleshoot issues in real time.

• Manage event staff and volunteers.

Post-Event Activities

• Conduct evaluations to gather feedback and assess success.

• Prepare reports and summaries.

• Follow up with clients and attendees for feedback and future opportunities.

Marketing & Promotion

• Develop event content and collaborate with designers or marketing staff.

• Create marketing strategies to attract and engage attendees.

Education:

• Bachelor’s degree required.

Skills:

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency with Microsoft Office, Canva, Eventbrite, Constant Contact, and/or event management software (or willingness to learn).
• Creative problem-solving skills.
• Ability to work under pressure and meet deadlines.
• High attention to detail.

Experience:

• 5–7 years of experience in event planning, coordination, development, or a related field.

Working Conditions

• Primarily in-person role with the option for one remote workday per week.

• On-site presence required during events and peak planning periods.

• Flexibility for hybrid work may be available during off-peak times.

• May require evenings, weekends, or holidays depending on event schedules.

• Some local travel is required; reliable personal transportation needed.