What are the responsibilities and job description for the Project Coordinator/Event Planner position at Girl Scouts Heart of the Hudson, Inc.?
The Project Coordinator/Events Coordinator plays a critical role in supporting the planning, coordination, and execution of projects and events within Girl Scouts Heart of the Hudson, Inc. (GSHH). This position involves working closely with the Leadership team to ensure projects align with organizational goals and events run seamlessly. The ideal candidate is detail-oriented, organized, technologically proficient, and passionate about the nonprofit's mission.
Responsibilities:
- Assist in planning, scheduling, and executing nonprofit projects.
- Monitor project timelines and budgets, ensuring alignment with organizational goals.
- Collaborate with team members, volunteers, and stakeholders to achieve project milestones.
- Develop and maintain comprehensive project documentation, including reports and updates.
- Provide administrative support to leadership activities
- Plan, organize, and oversee nonprofit events, including fundraisers, workshops, and community programs.
- Coordinate logistics such as venue booking, vendor management, participant registration, and audiovisual (AV) setup.
- Developing, implementing, and tracking budgets to ensure financial efficiency and accuracy
- Serve as the primary point of contact for event-related inquiries and communications.
- Utilize project management tools such as Microsoft Planner to organize tasks and track progress.
- Ensure proper setup and functionality of equipment for events and presentations.
- Work closely with Leadership, staff, and external partners to achieve project and event objectives.
- Maintain consistent communication with stakeholders to provide updates and gather feedback.
- Facilitate team meetings and prepare agendas, notes, and follow-up action items.
- Ensure all projects and events comply with local regulations, including ADA DOH and ACA
- Implement inclusive practices to make events and programs accessible to diverse audiences.
- Conduct regular assessments to address accessibility and inclusivity in all operations.
- Support event logistics, including the transportation of materials and equipment.
- Manage calendars, schedules, and deadlines for multiple projects and events.
- Process invoices, track expenditures, and prepare financial reports as needed.
- Maintain organized records of all project and event-related activities.
Qualifications
- Bachelor’s degree event planning, business administration, or a related field (or equivalent work experience).
- Minimum of 2-3 years of experience in project coordination, event planning (nonprofit organization preferred)
- High-level proficiency in project management tools
- Strong organizational and multitasking skills with keen attention to detail.
- Excellent communication and interpersonal skills, both written and verbal.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with AV equipment setup.
- Ability to work independently and as part of a collaborative team.
- Problem-solving skills and adaptability to meet changing priorities.
- Familiarity with nonprofit operations, fundraising, and volunteer management.
- Understanding of ADA compliance requirements for events and facilities.
- Valid driver’s license and reliable transportation.
- Willingness and ability to travel within the organization’s geographic footprint
- Possess a valid driver’s license and the ability to travel to events or partner locations
- Physical requirements may include:
- Lifting up to 25 pounds.
- Standing for extended periods during events.
- Occasional travel to event site
