Event Coordinator

Job description

Position: Event Coordinator

Position Overview

The Event Manager will organize, plan, and execute the Greater Mystic Chamber of Commerce's annual events while maintaining close communication with the President, who will oversee the progress of all events. This role requires regular updates and collaboration with the President to ensure alignment with the Chamber’s goals and vision.

This is a part-time position, averaging 20 hours per week, with flexibility required. The Event Coordinator must be available for additional hours as needed in the weeks leading up to and during key events. This role demands a candidate who can adjust their schedule to meet the demands of the event calendar while maintaining close communication with the President

Key Annual Events

February: Celebration of Black History Month (February 8)

March: State of Stonington & Groton (TBD)

May: Downtown Mystic Spring Stroll (TBD)

June: Pride Event (TBD)

July: Floatswella (July 12)

August: Mystic Outdoor Art Festival (August 9 and 10)

September: Groton City Brew Run (September 13), Area Clean-Up (TBD)

October: Celebrate Mystic (TBD), Halloween Parade (TBD)

November: Tarzan Brown Race (November 2), Santa Arrives & Lighted Boat Parade (November 29)

December: Mystic Stroll (December 2), Party of 12 (TBD)

Primary Responsibilities

Event Management

• Maintain detailed event plans, including logistics for signage, volunteers, supplies, contractors, and participants.
• Manage and coordinate all event committees and meetings
• Develop and maintain a volunteer program, including recruitment, training, and event assignments.
• Use Zapplication software to coordinate artists for the Mystic Outdoor Art Festival.
• Collaborate with the President to align event objectives, address challenges, and secure sponsorships as needed.
• Provide the President with regular progress updates on event planning, challenges, and successes.
• Coordinate the marketing of all events, to include marketing assets, flyers, signage, web, Go Mystic App, and the social marketing with the Marketing Specialist.
• Coordinate distribution event materials (posters, flyers) to member businesses.
• Facilitate post event thank you (to sponsors, volunteers) and review.

Operations and Office Management

• Organize and prioritize large volumes of information and communication.
• Answer and address phone and email inquiries professionally and efficiently.
• Maintain a clean, organized, and professional office environment.
• Communicate effectively and respectfully with Chamber members, volunteers, vendors, and other stakeholders.
• Establish and maintain organized files and records.
• Assist the bookkeeper with event-related financial transactions.
• Represent the Chamber at events and meetings, providing a welcoming and professional presence.
• Ensure adherence to deadlines and multitask effectively in a fast-paced environment.

Qualifications

Collaboration with Leadership

• Demonstrate the ability to work closely with the President to execute a shared vision for events.
• Proactively communicate updates, challenges, and successes with the Chamber team.
• Respond promptly to feedback and direction from the President to maintain event timelines and goals.

Professionalism

• Represent the Chamber positively and respectfully in all interactions.
• Maintain confidentiality and adhere to organizational policies and procedures.

Physical Demands

• Ability to work flexible hours, including evenings and weekends, as events require.
• Capacity to lift event materials and equipment (up to 50 lbs).
• Comfortable working in various environments (indoor/outdoor venues).

Personality and Work Style:

• Energetic and adaptable with the ability to handle multiple tasks simultaneously.
• Customer-focused with a professional demeanor and ability to work under pressure.
• Self-motivated and able to work independently while also being a strong team collaborator.

Work Environment

• Moderate noise level in the office and event settings.
• Reasonable accommodations will be made for individuals with disabilities.
• Local Knowledge (Optional but Preferred):
• Familiarity with the Greater Mystic area and its community.
• Knowledge of local venues, vendors, and resources for events.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
• Familiarity with social media platforms and marketing tools for event promotion.
• Experience with graphic design software (e.g., Canva or Adobe Spark) is a plus.

Qualifications

• Bachelor’s degree in business administration or a related field plus 3 years of relevant experience.
• Experience in Event planning, coordination or project management

Job Type: Part-time

Pay: $24.00 - $32.00 per hour

Expected hours: 10 – 40 per week

Work Location: In person