What are the responsibilities and job description for the Event Coordinator position at The Navigators?

The Event Coordinator shall serve The Navigators and fulfill the responsibilities listed below in the spirit of The Navigators calling, values and purpose : To advance the Gospel of Jesus and His kingdom into the nations through spiritual generations of laborers living and discipling among the lost.

This position supports the Special Events Team by providing event coordination and logistical support for Navigator Mission, Network, and National Events. This position is responsible for the planning, coordination, and execution of both in-person and virtual events

ESSENTIAL FUNCTIONS

Assisting Director and Event Managers (50% of the time)

Assist Director Event Managers with

Event Planning & Logistics : Developing and overseeing event timelines, deadlines, and budgets while ensuring clear communication with staff, volunteers, contractors, and key stakeholders.

Training & Resource Development : Equipping staff, volunteers, and contractors with the necessary skills and resources to effectively manage event logistics.

On-Site & Logistical Support : Providing comprehensive event support, including registration, scheduling, run-of-show coordination, venue selection, catering, Banquet Event Orders (BEOs), A / V production, and financial oversight.

Vendor & Venue Coordination : Liaising with venues and catering, supporting venue selection, logistics, and, when needed, aiding in on-site execution, including room setup and banquet coordination.

Contract & Risk Management : In collaboration with Risk Management and the Special Events Department, assist in :

Coordinating venue Requests for Proposals (RFPs) and bid processes.

Assist in negotiating and managing contracts with venues and vendors, including hotels, production companies, transportation providers, signage, entertainment, and decorators.

Submitting Meeting and Activity Reports for insurance coverage.

Event Planning, Training, Coordination and Support (20% of the time)

Train staff on building online registrations, ensuring consistency with event protocols.

Create, review, and manage online registration systems for national events.

Organizational Strategy & Processes for Events (20% of the time)

Work with Mission and USHQ staff regarding best practices and event platform options for in-person and virtual events.

Work with CARM to follow up-to-date safety and liability protocols pertaining to events.

Additional Responsibilities (10% of the time)

Attend meetings and events as needed for development, cross-training, support and communication.

Allocate and submit ministry expenses to appropriate cost centers.

Participate in Navigators' on-site learning and development events, Cultural Development and Diversity trainings, or other non-Navigator developmental events as appropriate.

Participate in annual processes, such as the organizational Plan and Progress Review (PPR), Engagement Survey, Reaffirmation of the Navigators Code of Conduct, Calling-Core Values-Vision, Statement of Faith, Driver's Authorization, and other releases as required.

Submit time worked on a weekly basis through the Workday Time Tracking system.

Other job-related duties as assigned.

CORE COMPETENCIES

Collaborative

Customer-service oriented

Detail oriented

Self-motivated

Strategic

Problem solver

MINIMUM AND PREFERRED QUALIFICATIONS

Spiritual : Belief in and adherence to the Statement of Faith and Mission of The Navigators. Knowledge of Navigator missions, ministries, and networks preferred.

Experience : At least one year of experience in conference planning or special events.

Technical Knowledge & Skills : Microsoft Office and Google Suite proficiency. Experience with online registration and project management systems helpful.

Communication & Leadership : Exceptional interpersonal and communication skills including verbal & written, to create understanding and build strong working relationships required.

Compensation Range : $18.68-26.34 / hour

Benefits : High-Deductible Health Plan : Medical, Dental, Vision, HSA, FSA, Life Insurance, Disability, EAP, 401a and 403b retirement options. Up to 15 paid holidays per year, accumulating PTO (vacation, sick, personal). For detailed information, visit navbenefits.org.

The Navigators is committed to creating a diverse and inclusive work environment and is proud to be an equal opportunity employer. The Navigators does not discriminate based on race, color, national origin, sex, age, disability, veteran status, or any other status protected by law or regulation.

Salary : $19 - $26

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