Events Project Coordinator

Supporting the Director of Development - Strategic Support & Administrative Assistance • Executive Support: Provide daily administrative assistance to the Director of Development in all event-related matters • Project Coordination: Assist in managing project timelines, deadlines, and deliverables under the Director's guidance • Communication Hub: Serve as a point of contact for event-related inquiries, coordinating responses with the Director of Development, vendors, etc. Planning & Preparation Assistance • Research & Analysis: Conduct preliminary research on venues, vendors, and event opportunities to support Director's strategic planning • Budget Support: Assist in budget preparation, tracking expenses, and maintaining financial documentation for Director's review • Timeline Management: Help develop and maintain master event calendars and project schedules • Vendor Coordination: Support vendor selection and management processes under Director's supervision Event Support Responsibilities - Assist the Director of Development with: • Little Light House Golf Tournament • Coordinate registration processes and attendee communications • Assist with sponsor outreach and recognition coordination • Support day-of-event logistics and volunteer management • The Garden Party • Help coordinate venue preparation and vendor arrangements • Assist with guest list management and invitation processes • Establish and maintain the process we use for gathering auction items • Support event setup and execution under Director's supervision • Mini-Laps & Laps for Little Ones • Coordinate volunteer schedules and team communications • Assist with participant registration and fundraising tracking • Support event logistics and safety coordination • Additional Annual Events • Provide flexible support for emerging events as directed • Assist with event concept development and feasibility analysis Community Events Support - Work closely with Director of Development to: • Community Luncheons: Orchestrate complete event operations including strategic invitation coordination, parent speaker recruitment and preparation, comprehensive menu planning, facility setup logistics, audio/visual coordination, and post-event follow-up communications to strengthen community relationships. Skills & Competencies • A servant’s heart ready to join a hard-working, goal-oriented team; • Experience in successful working relationships with board and staff; • Strong analytical and critical thinking skills; • Demonstrates effective time management skills; • Strong project management skills and proficiency in Microsoft, Canva, and CRM databases; • Excellent interpersonal and communication skills (written, oral and in presentations); • Enjoyment of working with people and comfortable when speaking before groups; • Ability to work independently and as a team member.