ASYMCA of ALASKA

Job Title: Events Coordinator

FLSA Status: Exempt

Status: Full Time, Permanent

Reports to: Associate Executive Director 

Starting Pay Range: 40,882-51,102

MISSION: The Armed Services YMCA enhances the lives of military members and their families in spirit, mind, and body through programs relevant to the unique challenges of military life.

POSITION SUMMARY:

This position supports the work of the Armed Services YMCA, a leading nonprofit committed to strengthening the military community through youth development, healthy living and social responsibility. The Events Coordinator’s focus is managing all ASYMCA of Alaska special events. The staff member will be responsible for every aspect of an event, including but not limited to securing and contracting vendors, event design and logistics, budget oversight, scheduling, and evaluating. The Event Coordinator must be well-organized, competent in event management, creative, results driven and relationship focused. This position works closely with Associate Executive Director, other ASYMCA programs staff, military personnel and families and local community partners. The goal is to organize unforgettable events and experiences that will ensure the engagement of participants and facilitate the completion of delivery on the ASYMCA Mission. 

ESSENTIAL FUNCTIONS:

1. Coordinate and manage event tasks to ensure project delivery within allotted budget and timelines.

1. Manage all event scheduling, design, set-up, tear down, and follow-up processes. 

1. Maintain accurate event budgets. 

1. Book and contract venues, entertainers, photographers, and other vendors. 

1. Procure supplies as needed by shopping, ordering or creating. 

1. Conduct facility and vendor inspections on the day of the event to ensure everything adheres to ASYMCA standards and branding guidelines. 

1. Schedule staff and volunteers in accordance of needs for the event. 

1. Assess an event’s overall success and lead wrap up meetings and reports. 

1. Oversees event ticket sales, registration and responds to guest inquires.

1. Develop and maintain excellent collaborative relationships with community organizations and individuals. 

1. Provide regular updates on event coordination efforts to Director Team. 

1. Research and bid out vendors (catering, decorators, musicians, etc.) and choose the best combination of quality and cost for each specific event. 

1. Seek to understand and continually learn trends in event management. 

1. Creatively design, curate and develop event details. 

1. Engage volunteers: recruit, assign, retain and interact with volunteers frequently to support a robust Volunteer Program. 

1. Continually evaluate current events for effective delivery, audience relevance and needs of the organization.

1. Suggests and develops new event ideas in accordance with ASYMCA Mission and needs of the organization.

1. Manages work load to ensure all tasks are completed by deadlines. 

1. Serves as an essential programs team member, occasionally working in other ASYMCA program areas as needed. 

1. Other duties as assigned.

YMCA COMPETENCIES:

Volunteerism: Engages volunteers and promotes social responsibility at all levels of the organization.

Critical Thinking & Decision Making: Makes informed decisions based on logic, data and sound judgement.

Functional Expertise: Executes superior technical skills for the role.

Developing Self & Others: Develops self and supports others (e.g., staff, volunteers, members, program participants), both formally and informally, to achieve their highest potential.

QUALIFICATIONS:

1. Must possess high school diploma or equivalent. 

1. Associate’s or Bachelor’s Degree in Business, Recreation, Hospitality or related field preferred. 

1. Three years of experience in event planning required. 

1. 5 years of customer service experience required.

1. Must possess excellent communication skills to include phone, electronic, written and interpersonal. 

1. Must be able to work individually or as part of a team. 

1. Must be proficient with MS Word, Excel, Power Point, and Outlook and ability to learn Cloud based registration applications and platforms. 

1. Basic financial handling and budget interpretation experience preferred. 

1. Possess multi-tasking ability with superb organization and planning skills. 

1. Must be able to function in various work environments to include but not limited to, office/administrative areas, child care facility, retail space, indoor and outdoor program spaces. 

1. Must be self-motivated and able to work with minimal supervision and prioritize work assignments with minimal guidance. 

1. Experience with military lifestyles preferred. 

1. Possess a general knowledge of Alaska and military communities, demographics and cultures 

1. Work experience with a non-profit organization is preferred. 

1. Must have a valid driver’s license and clean driving abstract. 

WORK ENVIRONMENT & PHYSICAL DEMANDS:

1. Primarily an office environment using computer, scanner, fax and copier equipment during pre-planning. 

1. ASYMCA standard office Hours are 8:00am-5:00pm M-F. Event Coordinator schedule is based on the needs of each individual event, and vary. Weekends, Early Mornings and Evenings are expected, on an irregular basis- and will be scheduled in advance.

1. Sufficient strength, agility and mobility to perform essential functions and to supervise activities in a wide variety of indoor and outdoor locations (depending upon the events).

1. Standing for periods of time while manning informational booths/tables at various resource fairs or functions.

1. Must be able to lift 30 pounds.

1. Ability to work under pressure. Interacts with board members, military personnel, community and philanthropic organizations, staff and volunteers.

1. Statewide travel may be required. Driving, air travel, and may include overnight stay.

Armed Services YMCA is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. ASYMCA is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We will not tolerate discrimination or harassment based on any of these characteristics. ASYMCA encourages applicants of all ages.

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