Events Coordinator

Event Coordinator (EC) - The Event Coordinator organizes and oversees events for every aspect of Rhyme & Reason’s activities and event planning needs. This includes the Social Program events, fundraisers, all-agency events, and other special occasions, as well as the logistics for our monthly staff meetings. The EC is passionate about the company’s mission and can create events in ways that support successful branding. The EC coordinates with staff and volunteers to impact the lives of our participants and their families by planning, coordinating, and managing activities, holiday celebrations, and special events within our community. You make sure everything goes smoothly so our participants/guests have a positive memorable experience. You are a key member of the R&R team responsible for our social activities and events, including selecting venues, managing budgets, arranging event services (food, volunteers, etc.), monitoring participants’ needs, and evaluating success afterward. Event management, excellent communication, public relations, the ability to work independently, creativity, and attention to detail are skills vital in this role, as our success depends on meeting our events’ unique goals. As the Event Coordinator, you make sure that all the planning is correctly executed on the day of the event, coordinate the design details, set up the event, schedule and direct event staff/volunteers, direct the flow of the event, problem-solving, and ensure all those details are met.

Education Requirements:

• A bachelor's degree in hospitality management, public relations, business management, or a related field is preferred.
• Minimum of 2 years’ experience in corporate activity and event planning.
• Certification through a credentialed program in the events industry is highly desirable.
• Experience working for a not-for-profit with developmentally disabled and at-risk populations is a plus.

Specific Qualifications: The Event Coordinator must provide evidence of the following skills and proficiencies:

• Passionate about the organization’s mission and knowledgeable of our participants’ unique needs.
• Conceptualize and execute events to fit the goals of the strategic mission of the ministry.
• Take initiative and go above and beyond to meet programming, participant engagement, and event goals.
• Compassionate, trustworthy, empathetic, positive, respectful, and approachable to those we serve.
• Excellent organizational, interpersonal, and oral and written communication skills.
• Leadership skills that help motivate the team to ensure that everyone is working together to create a successful event by delegating tasks and meeting productivity expectations.
• Create a positive environment for participants that allows for learning and enjoyment of activities and events.
• Professionalism, tact, and ability to stay calm under pressure.
• Works well with others, communicates clearly and often, as well as takes direction from executive leadership.
• Well-organized, ability to multitask, problem-solve, and meet deadlines.
• Comfortable working in a variety of settings and venues for long hours with the ability to make quick decisions to handle last-minute changes or emergencies.
• Astute ability to create and maintain budgets.
• Familiarity with catering, décor, and entertainment options in the area.
• Flexibility and the ability to work evenings and weekends, travel, and be on location during the activity/event as needed.
• Working knowledge of computer applications such as Microsoft Office (Word, Excel, Publisher, etc.), Adobe, Canva, Constant Contact, and other social media/website applications.
• Discretion and judgment are needed to work behind the scenes, managing the details to ensure a successful event.
• Ability to meet all physical demands of the position and coordinate multiple events at once.
• A team player who wishes to grow with R&R.

Major Duties: The major duties of the Event Coordinator include, but are not limited to:

• Attend event planning meetings, including weekly administrative and fundraising committee meetings, and provide reports to the team as needed.
• Coordinate and meet with volunteers, vendors, and activity/event planners to help with set-up, collecting supplies and decorations, and working with staff/volunteers to ensure the completion of a successful event.
• Create an event proposal with budgets that fit the event’s requirements and needs.
• Book catering services, venues, guest speakers, etc. to complete the execution of each event.
• Complete necessary inventory paperwork for each event.
• Recruit and schedule staff and volunteers, delegating, and ensuring everyone understands their role in executing a well-organized and fun time for all.
• Work with catering staff, venue staff, DJs, Audio/Visual technology personnel, and so on.
• Maintain ongoing communication with the event planning team and vendors to keep them up to date on any changes.
• Adjust event details accordingly based on guest concerns and feedback.
• Stay up to date on industry trends and developments and share relevant information with clients and team members.
• Serve as the main contact point for any problems that arise at the event.
• Network and create future opportunities at the event.
• Manage and execute day-to-day administration over all aspects of each event, including managing vendor invoices, collecting participants’ payments, overseeing ticket sales, guest lists, etc.
• Maintain accurate reports, spreadsheets, guest lists, contractors, vendors, and other relevant databases.
• Use tools and technology to stay organized and coordinate activities and events to keep track of details, such as Google Calendar, printer, scanner, etc.

Responsibilities and Other Requirements:

• Responsibly handle confidential and time-sensitive material.
• Valid driver’s license, safe and reliable vehicle, and adequate insurance.
• No previous criminal record.
• Able to stand and walk for over six hours at a time, during events.
• Ability to lift or carry boxes weighing up to 40 lbs.
• Current First Aid and CPR certification.
• Ability to pass a background check and drug test.
• Has their own technology (computer and phone).
• Maintain service on a Smartphone with data.
• Completed orientation and all ongoing training.
• Complete other tasks as assigned by the Executive Director or other team members from time to time.

Supervision: The Event Coordinator reports to the Executive Director/CEO or acting supervisor.

Job Type: Full-time - hybrid

Pay: $20.00 - $22.00 per hour

Expected hours: No more than 40 per week.

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• Monday to Friday
• Weekends as needed.

Work Location: Hybrid remote in South Bend, IN 46617

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Experience:

• Events management: 1 year (Preferred)
• Customer service: 1 year (Preferred)

Ability to Commute:

• South Bend, IN 46617 (Preferred)

Ability to Relocate:

• South Bend, IN 46617: Relocate before starting work (Preferred)

Work Location: Hybrid remote in South Bend, IN 46617