Job Description
Job Description
Position Summary
We are seeking a highly organized, creative, and detail-oriented Events Coordinator to support the planning and execution of a variety of events, including fundraising initiatives, galas, board and campaign events, facility rentals, and staff events. This role will provide administrative support, coordinate vendors and internal teams, manage guest communications, and assist with day-of event operations. The ideal candidate thrives in a fast-paced environment, is solution-oriented, and can effectively manage multiple projects while delivering an exceptional guest experience.
Schedule: M-F (8 a.m. - 5:00 p.m.)
Position: Temporary to fill for a leave of absence
Key Responsibilities
Event Planning & Execution
- Support the planning, logistics, and onsite execution of events and galas.
- Coordinate smaller-scale events under the guidance of event leadership.
- Prepare event documents, timelines, run-of-show materials, and budgets.
- Coordinate with internal departments, including Facilities, AV, IT, Security, and Valet services.
- Manage vendor relationships, including catering and event rental partners.
- Assist with event setup, breakdown, guest check-in, and onsite troubleshooting to ensure successful event operations.
Administrative Support
- Provide administrative support to Event Leadership, including scheduling, contract management, vendor payments, expense reconciliation, and budget tracking.
- Maintain event documentation, photography assets, and post-event files.
- Manage event supplies, signage, and departmental inventory.
- Coordinate event dates and schedules to align with the organization's master calendar.
Guest Experience & Communications
- Create guest lists, distribute invitations, and track RSVPs.
- Coordinate invitation production and distribution for print and digital communications.
- Serve as a point of contact for guests, donors, and institutional partners.
Qualifications
- Bachelor's degree in Art History, Communications, Marketing, Public Relations, or a related field.
- Minimum of 1 year of experience in event planning, event production, hospitality, or a related role.
- Proficiency with Google Workspace (Docs, Sheets, Slides, and Forms).
- Excellent communication, organizational, and time-management skills.
- Strong attention to detail and ability to manage multiple priorities.
- Ability to work collaboratively and independently in a fast-paced environment.
- Availability to work evenings, weekends, and event schedules as needed.
Company DescriptionAt Legacy Career Solutions, we are more than a staffing agency. We’re a trusted partner dedicated to creating success for job seekers and employers. Our mission is to connect exceptional talent with companies that value their skills, creating opportunities and building legacies.
Company Description
At Legacy Career Solutions, we are more than a staffing agency. We’re a trusted partner dedicated to creating success for job seekers and employers. Our mission is to connect exceptional talent with companies that value their skills, creating opportunities and building legacies.