Events Coordinator

BOYS & GIRLS CLUB OF TUCSON•Tucson, AZ

14h

About The Position

Position Summary: Reporting directly to the Vice President of Resource Development, the Events Coordinator leads the planning, coordination, and execution of organizational events and convenings that advance the mission and strategic goals of the organization. This position plays a key role in coordinating logistics, vendor relationships, timelines, and internal communications for a portfolio of events supported by an overall organizational budget of approximately $6 million. The Events Coordinator works collaboratively across departments to ensure events are well-organized, cost-conscious, and aligned with organizational values, branding, and community engagement goals.

Requirements

Bachelor’s degree in event management, communications, hospitality, business administration, or a related field preferred; equivalent experience considered.
Minimum of 2–4 years of experience supporting or coordinating events, meetings, or programs.
Strong organizational skills with attention to detail and the ability to manage multiple tasks and deadlines.
Effective interpersonal and communication skills with the ability to work collaboratively across teams.
Basic experience with budget tracking, vendor coordination, and administrative processes.
Proficiency in Microsoft Office Suite and comfort using event registration or scheduling tools.
Must meet the requirements to drive for the organization, including being at least 21 years of age, holding a valid driver’s license with a good driving record, and consistent access to a motor vehicle with required insurance coverage.
Detail-oriented and highly organized with strong follow-through.
Collaborative team player who can work effectively with diverse stakeholders.
Clear communicator with strong customer service orientation.
Adaptable and able to manage changing priorities in a fast-paced environment.
Professional judgment and discretion when handling organizational information.

Responsibilities

Event Planning & Coordination: Lead the planning and execution of organizational events, including meetings, conferences, fundraisers, trainings, and community events. Coordinate event timelines, schedules, and logistics to ensure smooth execution.
Budget Tracking & Administrative Support: Track event-related expenses, invoices, and purchase requests to ensure activities align with approved budgets. Maintain accurate records and support financial reconciliation for events.
Fundraising & Sponsorship Support: Coordinate with fundraising and development staff to support event sponsorship efforts, including sharing event details, tracking sponsor commitments, and assisting with sponsor recognition and fulfillment.
Vendor & Partner Coordination: Coordinate with vendors, venues, caterers, and service providers. Obtain quotes, confirm logistics, and ensure contracts and service agreements are followed.
Internal Collaboration: Work closely with internal teams to gather event needs, coordinate staffing and volunteers, and support cross-departmental participation. Serve as a point of contact for event-related communications.
Event Logistics & Operations: Coordinate event materials, registrations, audiovisual needs, signage, supplies, and on-site setup and breakdown. Support day-of-event operations to ensure a positive experience for participants.
Communications & Promotion: Assist with event communications, including invitations, registration materials, agendas, and follow-up communications. Support coordination with marketing or communications staff to promote events as needed.
Data Tracking & Reporting: Maintain event calendars, attendance records, and post-event summaries. Assist with collecting feedback and supporting basic reporting on event outcomes.
Compliance & Safety: Follow organizational policies and procedures related to events, contracts, and safety. Support adherence to risk management and accessibility standards.
Continuous Improvement: Provide ideas to improve event processes, attendee experience, and operational efficiency. Support the documentation of best practices for future events.
Perform all other duties as assigned.