Event Coordinator
Position Overview
The Event Coordinator oversees the planning and execution of events that support Encore’s programs and community presence. This includes performances, workshops, fundraisers, and community engagement activities. Working closely with Encore’s executive team and key stakeholders, the Event Coordinator ensures each event runs smoothly and delivers a meaningful experience for participants, families, and the broader community.
Reports to: Production Manager Collaborates closely with: Executive team, Marketing, and Office/Business Manager
Key Responsibilities
Event Planning
Take the lead in planning and organizing events from concept through execution — including scheduling, venue selection, vendor coordination, budgeting, and logistics management. Work closely with internal teams and external partners to ensure all event details are handled flawlessly.
Budget Management
Develop, monitor, and manage budgets for each event, ensuring expenditures align with approved budgets and organizational objectives. Coordinate with the Finance and Executive teams to track expenses and revenue, providing updates and financial reports as needed.
Logistics Coordination
Oversee all logistical aspects of events — setup, breakdown, staffing, transportation, equipment rental, and on-site coordination. Ensure all necessary resources are in place to support smooth execution.
Promotion & Marketing
Collaborate with the Marketing team to develop and implement promotional strategies for events, including digital campaigns, social media outreach, and traditional advertising. Work to maximize attendance and community engagement for each event.
Participant Experience
Deliver exceptional experiences for participants, attendees, and stakeholders. Anticipate and address issues as they arise, ensuring a positive and memorable experience for all involved.
Evaluation & Feedback
Collect feedback from participants, attendees, and stakeholders following each event. Use that feedback to evaluate success, identify opportunities for improvement, and inform future planning.
Qualifications
Essential Qualifications
- Strong organizational skills and attention to detail, with the ability to manage multiple projects simultaneously.
- Excellent communication and interpersonal skills, with the ability to collaborate effectively with internal teams, external partners, and vendors.
- Creative problem-solving abilities and the capacity to think strategically to overcome challenges.
- Passion for the arts and education, with a genuine commitment to Encore’s mission and values.
Preferred Qualifications
- Background in event management, hospitality, marketing, or a related field.
- Proven experience in event planning and coordination, preferably in a nonprofit or arts organization.
- Familiarity with digital marketing, social media strategy, and community outreach.
Timeframe & Schedule
Encore is currently seeking a commitment of at least 6 months, working approximately 8–10 hours per week. As event dates approach, time commitment and in-person availability will increase, with on-site leadership required on event day.
Working Conditions
- Primarily a flexible, remote opportunity that supports scheduling around other commitments.
- Direct collaboration with members of the arts and education community.
- In-person availability required during events and as event dates approach.
- Opportunity for tuition trade in Encore’s classes and/or production experiences.
Success Measures
- Events executed on time, within budget, and to a high standard of quality.
- Positive feedback from participants, families, and stakeholders.
- Effective collaboration with the Marketing and Executive teams.
- Consistent improvement in event logistics and participant experience over time.
- Strong organizational documentation and post-event reporting.
Related
Status: Working · Portal: Team · Last reviewed: 2026-05-11 · Owner: Rhett