Position Overview

The Part-Time Event Coordinator will play a key role in planning, coordinating, and executing events for our organization, ensuring smooth operations and an outstanding experience for all participants. This role involves managing logistics, liaising with vendors and stakeholders, and providing on-the-ground support during events. The ideal candidate is detail-oriented, organized, and enthusiastic about creating memorable and impactful events.

Key Responsibilities

Event Planning and Coordination

• Assist in planning and organizing events from inception to completion, including workshops, seminars, community gatherings, and fundraising events.
• Develop detailed event plans, timelines, and checklists.
• Coordinate event logistics such as venue bookings, catering, and AV requirements.
• Manage event registration, attendee lists, and confirmations.

Stakeholder and Vendor Management

• Serve as the primary contact for vendors, speakers, volunteers, and other key stakeholders.
• Negotiate contracts and agreements with suppliers and service providers.
• Ensure vendor payments and invoices are processed promptly.

Promotion and Communication

• Assist in creating event materials, invitations, and promotional content to drive attendance.
• Coordinate social media posts, email invitations, and reminders.
• Respond to attendee inquiries and provide event-related information.

Onsite Event Support

• Set up and break down event spaces as required, including decor, seating, and AV setup.
• Greet and assist attendees, troubleshoot any issues, and coordinate event flow.
• Oversee volunteers and support staff during events to ensure smooth operations.

Post-Event Evaluation

• Collect and analyze feedback from attendees and stakeholders to assess event success.
• Prepare post-event reports and identify areas for improvement.
• Track expenses and reconcile budgets against event plans.

Qualifications

• Experience: Previous experience in event planning, coordination, or a related field.
• Skills: Strong organizational and multitasking skills; excellent written and verbal communication; ability to work under pressure and handle unexpected challenges.
• Technology: Proficiency in Microsoft Office, Google Suite, and event management software (e.g., Eventbrite). Familiarity with social media platforms is an asset.
• Attributes: Detail-oriented, proactive, adaptable, and a team player. Ability to work evenings or weekends as needed.
• Asset: Experience in fundraising event coordination is an asset.