Coordinator, Events

The J•Overland Park, KS

14d•Onsite

About The Position

The Coordinator, Events provides hands-on coordination and logistical support for special events and programs across The J. Working with program directors and designated event owners, the Coordinator turns established plans and direction into organized, successful events. The position focuses on execution and follow-through; the event owner retains responsibility for an event’s content, goals, budget, and overall direction. A primary function is supporting The J’s largest annual fundraiser. The Coordinator also supports events throughout the year, including member celebrations, holiday programs, community events, fundraising events, family programs, and other special events. Success in the role requires organization, attention to detail, communication, flexibility, and collaborative coordination with staff, volunteers, vendors, and community partners. The role includes coordinating logistics and resources, maintaining schedules and documentation, communicating with event stakeholders, supporting registration and administrative tasks, and providing hands-on assistance before, during, and after events. The Coordinator resolves routine operational matters and refers decisions about event scope, budget, programming, or overall direction to the event owner.

Requirements

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.

Nice To Haves

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.

Responsibilities

Coordinate the logistics and execution of special events with program directors and designated event owners.
Translate established event plans into timelines, schedules, action items, and logistical details.
Coordinate event resources, including facilities, equipment, supplies, vendors, food and beverage, signage, and registration.
Monitor event progress, follow up on outstanding items, and identify logistical issues or potential challenges.
Work with program directors and event owners to understand event goals, priorities, responsibilities, and timelines.
Provide regular updates and keep event logistics aligned with the direction established by the event owner.
Resolve routine operational matters and refer decisions affecting event scope, budget, programming, or overall direction to the event owner.
Coordinate with vendors, staff, volunteers, and community partners in preparing for and executing events.
Provide event information, schedules, assignments, and logistical direction to staff and volunteers.
Serve as a point of contact for routine event-related questions and coordinate resources for event activities.
Provide hands-on support before, during, and after events, including setup, guest and participant experience, activities, transitions, cleanup, and teardown.
Respond to routine issues during events and escalate matters requiring the event owner's direction.
Maintain event calendars, timelines, records, contact information, and other coordination documentation.
Assist with event communications, registration, attendance tracking, expense tracking, and other administrative activities.
Maintain organized information and documentation to support planning and execution of future events.