What are the responsibilities and job description for the Event Coordinator position at The Reading League?
The Reading League, Inc. (TRL) is a nonprofit organization based in Syracuse, New York, whose mission is to advance the awareness, understanding, and use of evidence-aligned reading instruction. TRL focuses on improving literacy outcomes for ALL students by providing educators and other stakeholders with professional knowledge about the science of reading - a body of knowledge that reveals how to develop skilled reading and writing most effectively.
POSITION OVERVIEW
The Event Coordinator supports the Event Director in planning, organizing, and executing various fundraising events and community outreach programs. The ideal candidate will have excellent communication skills, a creative mindset, a strong commitment to our mission, and the ability to work in a collaborative and dynamic team environment, often interacting with diverse stakeholders.
GENERAL RESPONSIBILITIES
Assist in the planning and executing of events, including logistics, vendor management, and on-site coordination
Develop event timelines and checklists to ensure all event aspects are covered
Coordinate with speakers, sponsors, and volunteers to ensure smooth event operations
Oversee facilities and management of all event details including, but not limited to, registration, decor, catering, entertainment, transportation, location, invitee list, special guests, speakers, equipment, and promotional material
Assist in preparing and managing event budgets, tracking expenses, and ensuring careful attention is paid to expenditures and invoices received are accurate
Coordinate administrative and logistical aspects of all event elements within time limits and on budget
Work with the Event Director to improve attendee satisfaction and year-over-year growth
Collaborate with the marketing team to create promotional materials, including flyers, social media content, and newsletters
Assist in developing and implementing marketing strategies to increase event attendance
Provide excellent customer service to event attendees and respond to inquiries and concerns promptly
Assist in gathering feedback from attendees, volunteers, and sponsors to evaluate event success; propose ideas to improve event quality and services
Help prepare post-event reports and analyses to assist in future planning
QUALIFICATIONS
Bachelor’s degree in event management, hospitality, marketing, or a related field preferred
1-3 years of experience in event planning or coordination
Strong organizational skills and attention to detail
Excellent verbal and written communication skills
Ability to see the “big picture” and meet objectives in all stages of event planning, design, and production
Ability to multitask and prioritize workload
Ability to thrive in a fast-paced, growth-focused environment
Experience with HubSpot, CRM, donor software, email marketing platforms, Adobe Photoshop, and other desktop publishing skills
Thorough knowledge of Zoom, WebEx, or other web-based presentation and collaboration platform
Proficient in Microsoft Office Suite and experience with Cvent or event management software.
Ability to work both independently and as part of a team
WORK ENVIRONMENT
Occasional evening and weekend hours
Some travel required
Work is performed in both an office environment and onsite at event venues
Ability to lift up to 25 pounds
Hybrid work is optional
The Reading League is an equal-opportunity employer committed to a diverse and inclusive workplace. All
qualified applicants will be considered for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
We believe that our work is most impactful when led by a team that represents diverse cultural backgrounds.
Acknowledging the importance of diverse perspectives, The Reading League is committed to employing individuals from a variety of backgrounds and with a variety of experiences. Members of historically marginalized communities and candidates impacted by the systems we seek to change are strongly encouraged to apply.
This policy applies to all employment terms and conditions, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
www.thereadingleague.org / diversity-statement /