Community Foundation Summit Event Coordinator

Philanthropy Massachusetts is seeking an independent contractor to serve as Community Foundation Summit Event Coordinator. This person will play a key role in ensuring the smooth running of the Community Foundation Summit. This is a part-time role with a regular workflow from April – November 2025. The coordinator will provide support to the Associate Director of Programs.

The Community Foundation Summit is a gathering for all community foundation staff, regardless of organization role. Now in its third year, this all-day, in-person gathering is an opportunity to delve into the unique role of community foundations and a chance to learn from and with fellow community foundation professionals. The Summit is the signature event of the Community Foundation Partnership, a collaborative of 14 Massachusetts- based community foundations that strengthen the missions, programs and capacities of participating organizations. The Partnership is a program of Philanthropy Massachusetts, a diverse and vibrant membership association of highly engaged philanthropic and nonprofit organizations with interests in Massachusetts.

Event Coordinator Responsibilities

• Lead event logistics and implementation of the Community Foundation Summit. Serve as key partner in designing and delivering Summit by serving as point of contact for all vendors, coordinating registration, handling speaker communication and scheduling, managing on-site logistics and providing critical day-of support for.
• Conduct research, make site visits, and secure event location.
• Provide on-site support, including arranging catering and conveying room set-up and audio/visual needs with host venue. Create and maintain space and vendor event agreements and execution. 
• Handle all attendee-facing program logistics, including sending communications and coordinating with speakers.
• Collect and collate meeting materials (e.g. agendas, name tags/rosters, supplemental resources) to facilitate the successful implementation of programming. 
• Provide scheduling support for planning meetings, RFP review, advisory committee meetings, and internal Summit meetings.
• Collaborate with program planning committee on event planning and needed day-of support.
• Post-event responsibilities include initiating and collecting program evaluations and sending follow-up communications and resources as needed. 
• Other duties as assigned

Experience and Capacities Required

• Proven success in coordinating large scale events.
• Excellent organizational skills, including strong attention to detail, ability to meet deadlines, prioritize responsibilities and problem-solve.
• Demonstrated customer service orientation and an ability to interact confidently and effectively with people of diverse backgrounds.
• Ability to work independently and collaborate across diverse groups of people as needed.
• Familiarity with Constant Contact, Canva, and SurveyMonkey appreciated, but not required.

Compensation:

The hourly rate for this assignment is expected to be $30/hr. Payment will either be structured as hourly, based on invoices, or a set monthly fee. While it is hard to estimate the exact number of hours required, and we anticipate some ebb and flow, we imagine an average 8-10 hours / week.

To apply:

Applicant should send an email and resume expressing their interest and qualifications to Kelton Artuso, Associate Director of Programs (kartuso@philanthropyma.org) no later than April 7^th. Submissions will be reviewed on a rolling basis.