Coordinator, Events

Description

Position Summary

The Coordinator, Events provides hands-on coordination and logistical support for special events and programs across The J. Working in partnership with program directors and other event owners, this position helps turn their vision and direction into well-organized and successful events.

The Coordinator is primarily responsible for execution and follow-through, rather than developing the overall strategy, purpose, or vision for an event. The program director or designated event owner retains responsibility for the event and makes final decisions regarding its content, goals, budget, and overall direction.

The Coordinator will support The J’s largest annual fundraiser as a primary function.  In addition, The Coordinator will also support multiple events throughout the year, such as member celebrations, holiday programs, community events, fundraising events, family programs, and other special events. The role requires strong organization, attention to detail, communication skills, flexibility, and the ability to coordinate many moving parts while working collaboratively with staff, volunteers, vendors, and community partners.

Essential Functions

Event Coordination and Execution

• Coordinates the logistics and execution of special events in partnership with program directors and designated event owners.
• Translates established event plans and direction into organized timelines, schedules, action items, and logistical details.
• Coordinates event resources, including facilities, equipment, supplies, vendors, food and beverage, signage, registration, and other event needs.
• Monitors event progress, follows up on outstanding items, and identifies logistical issues or potential challenges for resolution.

Program Director and Event Owner Support

• Works collaboratively with program directors and event owners to understand event goals, priorities, responsibilities, and timelines.
• Provides regular updates and ensures event logistics remain aligned with the direction established by the event owner.
• Exercises appropriate judgment in resolving routine operational matters and refers decisions affecting event scope, budget, programming, or overall direction to the event owner.

Vendor, Staff, and Volunteer Coordination

• Coordinates with vendors, staff, volunteers, and community partners to support successful event preparation and execution.
• Provides event information, schedules, assignments, and logistical direction to staff and volunteers.
• Serves as a point of contact for routine event-related questions and coordinates the resources needed for event activities.

Event-Day Support

• Provides hands-on support before, during, and after events to ensure established plans are effectively executed.
• Supports event setup, guest and participant experience, event activities, transitions, cleanup, and teardown.
• Responds to routine issues during events and escalates matters requiring the event owner's direction.

Administrative and Organizational Support

• Maintains event calendars, timelines, records, contact information, and other documentation necessary for effective event coordination.
• Assists with event communications, registration, attendance tracking, expense tracking, and other administrative activities.
• Maintains organized information and documentation to support effective planning and execution of future events.

Role Boundaries

The Coordinator, Events is an execution-focused position. The Coordinator does not have primary responsibility for determining the strategic purpose, programming, or overall direction of an event.

Requirements

Required

• High school diploma or equivalent.
• Substantial experience coordinating events, programs, projects, activities, or similar work.
• Strong organizational and time-management skills.
• Ability to manage multiple tasks, deadlines, and priorities simultaneously.
• Strong interpersonal and communication skills.
• Ability to work effectively with people from diverse backgrounds and with staff at all levels of the organization.
• Strong attention to detail and follow-through.
• Ability to remain calm, flexible, and solutions-oriented when plans change.
• Proficiency with Microsoft Office or comparable productivity software.
• Ability to work in-office standard work hours plus some evenings and weekends as needed for events. 

Preferred

• Experience working in a community center, nonprofit, recreation, hospitality, education, arts, or similar environment.
• Experience coordinating volunteers.
• Experience working with vendors and contractors.
• Experience supporting events involving large numbers of participants or guests.

 Physical Requirements

• Ability to sit, stand, walk, and move throughout The J and event locations for extended periods.
• Ability to routinely lift and carry supplies and equipment weighing up to 25 pounds.
• Ability to assist with event setup and teardown, including moving tables, chairs, signage, supplies, and other event materials.
• Ability to bend, stoop, reach, and perform other physical activities associated with event setup and execution.
• Ability to work indoors and outdoors and in a variety of event environments.
• Ability to work evenings, weekends, and occasional holidays as required.

About The J

The J is committed to creating a diverse environment.  All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.  The J is Shabbat-Observant Friendly.

The mission of The J is to build a strong, vibrant and inclusive community that enhances wellness, meaning and joy based on Jewish values, heritage and culture.  The J operates on these values:

• Welcoming + Inclusive - We are welcoming, inclusive and nurturing. We invite all to join us in making connections and lifelong friendships.
• Building Community - We believe in the strength of community and we seek to cultivate a sense of belonging in all we do.
• Enriching Mind + Body + Soul - We help individuals live a physically, intellectually, and emotionally healthy lifestyle.
• Passing on Jewish Culture + History - We celebrate and pass on the values, culture, history, and traditions of the Jewish people.
• Treat Others As You Wish To Be Treated - We treat everyone with respect, dignity and loving kindness.