Events Coordinator
Summary
Coordinates and executes community events, outreach activities, and training sessions for a nonprofit supporting families, handling logistics, vendor management, and volunteer coordination.
PRIMARY PURPOSE
The primary purpose of the Event Coordinator is be responsible for the smooth execution of both external and internal events, from planning and logistics to on-site management and post-event evaluation. The Event Coordinator ensures that events and activities are executed, mission-focused, and provide meaningful engagement opportunities for families, partners, and the community. The Event Coordinator supports a standardized process for receiving, reviewing, and approving event requests, as well as coordinating necessary resources, personnel, and ensuring communications are aligned and ready to support each event.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Event and Outreach Coordination (80%)
- Organizes, coordinates, and manages the planning and execution of events, tabling and outreach activities, training and workforce development opportunities and parent engagement convenings as needed by the organization.
- Works with social, civic and local organizations to engage partnerships that support and enhance marketing and outreach goals.
- Communicates and coordinates with organizational staff at all levels to ensure smooth implementation of event logistics including assigned program and regional staff.
- Implements established event procedures, staff and volunteer orientation, and provide troubleshooting and safety provisions during events.
- Coordinates organizational events and training logistics including, but not limited to, venue rentals, permits, supplies and coordination with vendors and partners, including management of Eventbrite as the registration platform for training and other organizational events.
- Maintains accurate event documentation and records in support of organizational reporting.
- Schedules event planning meetings, including debriefs and evaluations.
- Coordinates and supports volunteers, staff, and community partners involved in community engagement and outreach events.
- Identifies and recommends new outreach event opportunities that align with the organization’s mission and priorities, and supports staff in planning and implementing events they have identified as part of their programmatic or regional work
- Coordinates respite opportunities in support of contracted program work.
- Works collaboratively with managers to ensure appropriate staffing coverage for tabling, community presentations, and organizational events, and provides direct staffing support for these events when other staff are not available, not in lieu of assigned program staff.
- Coordinates special and seasonal events including, but not limited to, back-to-school events, identified holiday activities, fundraising and participation in winter holiday toy drive.
- Develops and implements strategies for event recognition and appreciation for volunteers, staff, sponsors, and partners.
Administrative (10%)
- Supports outreach efforts through social media channels and other online presence.
- Maintains listings of event and training locations with details to include address, contact information, site specific details, cost, etc.
- Access and manage confidential information related to volunteers and event participation, maintaining compliance with privacy and organizational policies.
- Track and report volunteer hours related to events and development activities in constituent management software.
- Develop, produce, and maintain event schedules for volunteer assignments and activities to support the smooth execution of events and fundraising initiatives.
OTHER DUTIES AND RESPONSIBILITIES
- Provide outreach or serve as a key contact to specific communities assigned.
- Other duties as assigned or needed by the organization.