Event Coordinator

Forge Events Coordinator Job Description:

Team Purpose Statement: TBD

This position will serve within a Forge team as we continue to thoughtfully steward and refine our organizational structure. The specific team assignment is still being prayerfully finalized. Regardless of final placement, this role will be supported by a collaborative, mission-driven community committed to equipping and encouraging one another in the shared work and purpose of our school.

Forge Events Coordinator’s Purpose Statement:

The Event Coordinator supports the Forge community in cultivating unity by advancing the school’s mission and vision through the strategic planning, seamless execution, and thoughtful oversight of all Forge events. This role plays a vital part in fostering meaningful connections among students, families, faculty, alumni, and supporters by creating experiences that reflect our core values and Christ-centered purpose. The Event Coordinator collaborates with internal teams to encourage team unity, ensuring that every event strengthens community bonds, honors the school’s identity, and furthers our shared commitment to spiritual, academic, financial, and relational growth.

Forge Events Coordinator‘s Responsibilities:

Primary Responsibilities

Lead and Execute Event Planning: Plan, coordinate, and execute Student Life and Development events that align with Forge’s mission and community goals. Create the full agenda, flow, and structure for each event, ensuring all elements, from concept to completion, are thoughtfully executed. Provide direction and oversight to the team for support and implementation.Directs: New Student Orientation, Homecoming, Holiday Events, Prom, All School Retreat, Forge Fest, Back to School Night, and other school-wide celebrations.Assists With (led by House): Senior Life Events: Graduation Ceremony, Senior Breakfast, Senior Send-off, etc.Collaborate closely with the House Team and other teams to ensure a unified and high-quality event experience.Assist through agenda support, completing assigned tasks, etc.Development and Fundraising Events: Partner with the Team Lead to plan and execute fundraising events such as the Annual Benefit Event, Golf Tournament, and donor appreciation events. Collaborate with the Enrollment Team for the Golf Tournament and with the House Team on the agenda and flow for Forge Fest to ensure alignment and success for each event.Manage Event Budgets: Develop and manage event budgets, ensuring adherence to approved limits and accurate tracking of income and expenses. Partner with the Team Lead on fundraising events to meet financial goals and maintain fiscal accountability.Collaboration with Other Teams: for Event Success: Work collaboratively with Enrollment, Facilities, IT/Production, Marketing, and other key departments to secure event spaces, confirm AV and technical needs, prepare promotional materials, and coordinate event communications. Ensure all teams are aligned and equipped for successful execution.Manage Vendor Partnerships: Communicate directly with external vendors to secure contracts, negotiate pricing, and ensure timely delivery of services, décor, entertainment, and supplies. Maintain positive relationships with vendors to ensure quality and reliability.Foster Alumni and Donor Engagement: Partner with the Team Lead to plan and execute events that strengthen alumni and donor relationships. Ensure all events reflect Forge’s mission and support the school’s strategic goals.Oversee and Support Volunteer Coordination: Lead the recruitment, scheduling, and direction of parent volunteers and event staff. Provide training, clarity, and encouragement to ensure every event is well-staffed and organized. Delegate supporting tasks to the Assistant Coordinator as needed.Provide Strategic and Creative Event Support: Collaborate with the Team Lead to design and implement fundraising and community events, including the Annual Benefit Event, Golf Tournament, and donor appreciation gatherings. Ensure each event showcases Forge’s mission and community culture.Lead Event Evaluation and Reporting: After each event, evaluate outcomes, gather feedback, and analyze participation data. Prepare post-event reports in collaboration with the Assistant Coordinator to highlight wins, challenges, and recommendations for future improvement.

Measurable Goals:

Successful execution of Student Life and Development eventsPositive feedback from event attendees, families, and stakeholdersMeeting or exceeding fundraising goals for key development events (e.g., Golf Tournament, Forge Fest)Timely completion of all event-related tasks, including budget tracking and vendor coordinationIncreased engagement with alumni and donors through eventsConsistent collaboration with internal teams following established processes and timelinesAnnual Team Plan updated and referenced for event planning alignment

Position Requirements:

Passionate relationship with Jesus ChristServant leadershipExcellent verbal and written communication3-5+ years of experience in event planning, coordination, or program management, with a proven ability to lead events from concept to executionCommunicate and demonstrate an attitude that is Friendly, Fast, Fluid, and Flexible.Strong interpersonal and relationship-building skills, particularly in managing vendors, volunteers, and event stakeholders.Demonstrated ability to plan, coordinate, and execute successful events, including logistics, creativity, budget management, vendor coordination, and team collaboration.Proactive, clear, and consistent communicator, with a strong ability to manage multiple projects simultaneously and work with necessary teams (e.g., marketing, enrollment, facilities).Ability to represent Forge at events in a professional manner, ensuring that the school’s values and mission are upheld in all aspects of event coordination.Exceptional customer service skills with the ability to go above and beyond in service.Ability to work as part of a collaborative team to achieve common goals and create meaningful experiences.Event-specific software proficiency (e.g., event management platforms, registration tools).Ability to maintain confidentiality of sensitive information.Highly organized with a keen attention to detail and a flexible, solution-oriented approach to challenges.

Staff Requirements:

Be present for all Staff Meetings pertinent to your role, unless sick or on vacation.Typically held 1-2x/month on the same day/time to plan accordinglyWork "All Staff Required" events.

Forge Vision Statement:

Find Jesus. Forge Purpose. Feel Loved.

Grace Church Mission Statement:

Hope for everyone and a home for anyone | Love. No matter what

The Five Purposes: The Five Purposes:

Faithfully Worship God Glorify God

Obediently Follow Jesus Relate to everyone

Radically Love Everyone Act like Jesus

Gratefully Serve Others Care for others

Eagerly Share Christ Express God’s love

Team Member:

TBD

Report To:

TBD

Hours Required:

Full Time | Year-Round*

Work Schedule:

Monday-Friday: 7:30 am – 4:00 pm

*Schedule could vary weekly, dependent on event schedules and/or closing meetings

*This is a full-time salaried position with a 12-month work schedule and vacation time according to the Employee Handbook.

This position is:

☐ Faculty

☒ Staff

☐ Contractor

☐ Intern