Event Coordinator

Feed My Starving Children•Middletown, PA

1d•$22 - $23•Remote

About The Position

Your Role: Coordinate Feed My Starving Children (FMSC) MobilePack™ events. Collaborate with external event hosts and FMSC staff on event preparation, including venue logistics, food packing goals, volunteer needs, event timelines, and travel arrangements. Maintain event records, host meetings and prepare communication. Play a key part in delivering high‑quality, mission‑aligned events that engage volunteers, strengthen partnerships, and contribute to FMSC’s goals. Pay, Schedule & Benefits: This is a full-time, non-exempt (hourly) position. Typical work schedule is 40 hours per week during Monday-Friday daytime business hours. Approximately 90% of work is remote; 10% requires travel. Travel expenses are covered (transportation, hotel, meals). The anticipated starting pay range is $22 to $23 per hour. This compensation range considers a number of factors, including a candidate's qualifications, skills, competencies and experiences, as well as internal equity. Benefits include health insurance, 401(k) with employer match, PTO, FSA, dental, vision, and more. Detailed benefit information can be found here: https://www.fmsc.org/about-us/careers/fmsc-benefits What You’ll Do: Coordinate MobilePack™ event details according to specified timelines and procedures. Consistently apply and adapt processes and procedures to accommodate and solve unique event sizes, spaces, schedules and situations. Serve as a primary point of contact for assigned MobilePack™ hosts throughout the planning process. Guide hosts through event requirements, timelines, and best practices to ensure readiness and alignment with FMSC standards Host Microsoft Teams meetings, provide progress updates both internally and externally, resolve challenges, and meet deadlines. Evaluate event sites remotely, plan space layouts, calculate production goals and create volunteer shift schedules. Track and update event details in internal systems to ensure accuracy and visibility across teams. Maintain accurate event records, documentation, and internal and external feedback. Work closely with MobilePack™ Development Advisors to support host relationships and event goals. Plan and book staff travel through FMSC’s travel management software. Arrange for hotel, flights, car rental, etc., based on the unique needs of each event. Partner with internal Staging Warehouse, Trucking Logistics, and Supply Chain teams to ensure accurate and timely equipment, supply, and ingredient preparation and transportation. Set up and maintain the volunteer registration system for each event, train event hosts on system use and respond to user questions. Coordinate pre‑event calls with internal and external stakeholders to confirm details, answer questions, and identify potential risks or gaps. Review post-event feedback. Attend feedback meetings with event hosts and staff, walk through challenges, create solutions for future event processes and celebrate a job well done. Contribute to continuous improvement by identifying process gaps and recommending solutions. Lead and manage special projects, ensuring all aspects align with FMSC's goals and standards. Assist with maintaining process documentation and training materials. Lead travel and event-related training meetings for new and existing MobilePack™ staff. Contribute innovative optimization strategies and ideas. Participate in collaborative brainstorming. Stay updated on emerging event planning and communication technology and tools. Provide on‑site event support as needed (for approximately 10% of assigned events), ensuring smooth event flow, adherence to FMSC safety and quality standards, and host and volunteer engagement. Assist Event Supervisors with troubleshooting. Perform other duties as assigned.

Requirements

Commitment to support and promote FMSC’s Christian mission and goals.
Minimum of associate’s degree and 2 years of related work experience required. In lieu of degree, equivalent work experience also considered.
Advanced proficiency in Microsoft Teams and Outlook, with the ability to leverage these tools for efficient communication, time management, and collaboration.
Strong working knowledge of Microsoft 365 and other associated apps such as Excel, Forms, Lists, PowerPoint, SharePoint, Stream, Visio and Word.
Able to quickly learn and train others on software systems (ex., webpages, video conferencing, travel-booking sites). Database experience desired.
Excellent organizational skills with a high degree of detail, accuracy and follow-through.
Able to prioritize, manage multiple tasks and meet deadlines.
Strong interpersonal customer service and communication skills.
Able to respectfully and professionally communicate and be assertive with internal and external contacts.
Able to facilitate and lead virtual meetings effectively.
Ability to be a self-starter, work both autonomously and collaboratively, follow processes and procedures, and exercise sound judgment and decision-making.
Ability to travel independently (expected to travel approximately 6 times per year). Travel will be domestic and may involve flights, layovers at airports, renting and driving a rental car, and staying in a hotel.
When at events: ability to exert yourself physically for an 8+ hour shift. Able to walk and stand nearly continually. Able to crouch, push, pull, lift 30-50 lbs. repeatedly, bend, twist, and use hand tools like utility knives. Able to climb in and out of a trailer. Able to tolerate consistent exposure to soy (an allergen).

Nice To Haves

Database experience desired.

Responsibilities

Coordinate MobilePack™ event details according to specified timelines and procedures.
Consistently apply and adapt processes and procedures to accommodate and solve unique event sizes, spaces, schedules and situations.
Serve as a primary point of contact for assigned MobilePack™ hosts throughout the planning process.
Guide hosts through event requirements, timelines, and best practices to ensure readiness and alignment with FMSC standards
Host Microsoft Teams meetings, provide progress updates both internally and externally, resolve challenges, and meet deadlines.
Evaluate event sites remotely, plan space layouts, calculate production goals and create volunteer shift schedules.
Track and update event details in internal systems to ensure accuracy and visibility across teams.
Maintain accurate event records, documentation, and internal and external feedback.
Work closely with MobilePack™ Development Advisors to support host relationships and event goals.
Plan and book staff travel through FMSC’s travel management software.
Arrange for hotel, flights, car rental, etc., based on the unique needs of each event.
Partner with internal Staging Warehouse, Trucking Logistics, and Supply Chain teams to ensure accurate and timely equipment, supply, and ingredient preparation and transportation.
Set up and maintain the volunteer registration system for each event, train event hosts on system use and respond to user questions.
Coordinate pre‑event calls with internal and external stakeholders to confirm details, answer questions, and identify potential risks or gaps.
Review post-event feedback.
Attend feedback meetings with event hosts and staff, walk through challenges, create solutions for future event processes and celebrate a job well done.
Contribute to continuous improvement by identifying process gaps and recommending solutions.
Lead and manage special projects, ensuring all aspects align with FMSC's goals and standards.
Assist with maintaining process documentation and training materials.
Lead travel and event-related training meetings for new and existing MobilePack™ staff.
Contribute innovative optimization strategies and ideas.
Participate in collaborative brainstorming.
Stay updated on emerging event planning and communication technology and tools.
Provide on‑site event support as needed (for approximately 10% of assigned events), ensuring smooth event flow, adherence to FMSC safety and quality standards, and host and volunteer engagement.
Assist Event Supervisors with troubleshooting.
Perform other duties as assigned.