Job Summary
We are seeking a detail-oriented and highly organized Event Coordinator to join our dynamic team. The ideal candidate will be responsible for planning, organizing, and executing a variety of events, ensuring that every detail is managed effectively. This role requires excellent time management skills, strong communication abilities, and a commitment to providing outstanding customer service. The Event Coordinator will work closely with clients, vendors, and internal teams to create memorable experiences.
The community Engagement work will require some work with in the Resource Centre to give you a full understanding of the work we do and how to promote us in community.
Responsibilities
- Provide relief work at the centre as a support, duties include answering phones, assisting support staff with practical help.
Research, propose and secure venues and make sure event adheres to contract signed.
Organize and secure services including, caterers, florists, parking, photography, videography, tech support, volunteers, check in, ticket sales.
All vision, theme and décor to represent theme, in a professional and beautiful way.
Ensure videos and PowerPoints for the evening are on track and developed in a timely manner.
Secure and coordinate volunteers for set up, take down, ticket sales, jewelry, servers, kitchen, coffee service, as needed.
Silent auction, collection, set up and oversight.
Invitations, mail out.
Sponsor and donor acquisition and coordination, cultivation, development and fulfillment, marketing, gifts in kind as well as tracking and thank you’s.
Tracking of event financials with the Board Treasurer.
Email and/or deliver the Sponsorship letter to current Sponsors listing. Adding new possible sponsors as opportunities arise.
Maintain and update related event software as needed.
Maintain master files for all events related materials.
Theme and thematic materials for the event, invitations, advertisements, printed and social media, with the help and coordination of PEARL staff.
Write and mail out thank you’ s for sponsors and all related materials pre and post-event, mail-outs, and delivery of Silent Auction items as needed post-event.
Provide updated list of new sponsors to update Mailchimp, Tithely (online software), the master sponsor tracking spreadsheet and social media.
Coordinate all event logistics, volunteer training and implementation of event activities and stages.
Event guest speakers, host/MC, entertainment and music or performance acquisition.
Media releases in coordination with PEARL staff, if needed, and seek approval as needed.
Collaboration with staff and attend staff meetings for event planning. Staff check-ins are weekly via email correspondence or remote meetings via Zoom.
Future planning and coordination of next years events, tracking all related documentation and updating all related files.
Qualifications
Has worked for a non -profit Christian organization with the ability to cast vision and represent our core values to potential community supporters and donors.
- Self-motivated individual, comfortable working with a minimum of day-to-day supervision who enjoys working as a team
- Strong interpersonal and communication skills (written and verbal)
- Able to create media content on brand with attention to detail and professionalism
- Strong time management, organizational and project development skills
- Proven experience in event coordination or a related field is preferred.
- Strong organizational skills with the ability to manage multiple projects simultaneously.
- Outstanding communication skills, both verbal and written.
- Customer service-oriented mindset with a focus on client satisfaction.
- Ability to negotiate effectively with vendors and suppliers.
- Familiarity with budgeting processes for events.
- Experience in hospitality settings such as hotels or restaurants is a plus.
- A proactive approach to problem-solving and decision-making.
Join us in creating unforgettable events that leave a lasting impression!
Job Type: Part-time
Pay: $22.00-$24.00 per hour
Schedule:
- Monday to Friday
Work Location: In person
Expected start date: 2025-06-10
