Job Description: Project Manager and Event Coordinator (Non-Profit)

Position Overview:

We are seeking a highly motivated and experienced professional to join our non-profit organization as a Project Manager and Event Coordinator.  This individual will play a key role in managing and executing various projects and events to support our organization's mission and enhance our community impact. This position reports to the Executive Director.  The ideal candidate should possess strong project management, event planning, and communication skills, along with a genuine passion for making a positive difference.

Responsibilities:

Project Management:

• Develop and implement project plans, timelines, and budgets, ensuring timely and successful completion of assigned projects.
• Collaborate with internal stakeholders to define project objectives, deliverables, and key milestones.
• Coordinate and facilitate project meetings, providing clear direction, and ensuring effective communication across all project team members.
• Track project progress, identify potential risks or obstacles, and proactively implement appropriate solutions or contingency plans.
• Monitor project budgets and expenses, ensuring adherence to financial guidelines and reporting requirements.
• Collaborate with and provide oversight to two team members to monitor progress, give guidance, and ensure timely completion of their assigned project tasks.

Event Coordination and Execution:

• Plan, organize, and execute a variety of non-profit events, including fundraising events, community outreach programs, volunteer appreciation events, and educational workshops.
• Manage all aspects of event logistics, including venue selection, vendor coordination, catering, audiovisual equipment, signage, and attendee registration.
• Develop event timelines and oversee their implementation, ensuring seamless execution and adherence to established event objectives.
• Collaborate with the marketing and communications team members to promote events, create engaging event materials, and drive attendee engagement.
• Evaluate event success and gather feedback for continuous improvement, including post-event analysis and reporting.

Stakeholder Engagement:

• Build and maintain positive relationships with internal stakeholders, external partners, vendors, and sponsors to support project and event goals.
• Liaise with volunteers and coordinate their involvement in various projects and events, ensuring a positive volunteer experience.
• Work closely with the Executive Director to identify potential funding opportunities and sponsorships for events.
• Communicate effectively with diverse audiences, including staff, volunteers, donors, and community members, representing the organization's mission and values.

Administrative Support:

• Assist in the development and monitoring of project and event budgets, ensuring financial accountability and compliance.
• Maintain accurate project and event documentation, including contracts, permits, invoices, and participant records.
• Provide timely and comprehensive reports to the management team on project status, event outcomes, and budget utilization.
• Contribute to the continuous improvement of project management and event planning processes, recommending innovative approaches and best practices.
• Provide general office management including staff scheduling, supply ordering, and coordinating with vendors.

Qualifications:

• Bachelor’s degree in business administration, communications, or a related field is preferred but not required.
• Proven experience (3-5 years) in project management and event planning, preferably within a nonprofit or community-based organization.
• Strong organizational skills with the ability to manage multiple projects simultaneously, meet deadlines, and adapt to changing priorities.
• Excellent interpersonal and communication skills, both written and verbal, with the ability to engage and inspire diverse stakeholders.
• Proficiency in administrative software and tools such as Microsoft Office Suite is required, advanced Excel skills are a plus.
• Demonstrated budget management skills and financial acumen. Experience with QuickBooks is a plus.
• Detail-oriented mindset with strong problem-solving abilities and a proactive approach.
• Passion for making a positive impact in the community.

Note: This job description is intended to convey information essential to understanding the scope of the position and general nature and level of work performed. It is not an exhaustive list of responsibilities, duties, and skills required.

$25-$28/hr to start

Occasional evenings and weekends for events. Occasional travel

Paid time off

Health insurance