Program Events Coordinator

Big Brothers Big Sisters Twin Cities • Minneapolis, MN

12h • $23 - $25 • Onsite

About The Position

The Big Futures Team creates innovative programs and events that inspire exploration, elevate youth voices, and prepare young people for a successful future. By fostering belonging, strengthening mentoring connections, and expanding access to education, career, and entrepreneurial opportunities, we empower youth to build social capital and develop lifelong skills.

As a key member of the Big Futures Team, the Program Events Coordinator supports the Manager of Program Events in supporting the agency’s match activity and event strategy through dynamic experiences for youth, families, and volunteers. This position will play a key role in creating positive moments and experiences for our participants, ensuring participants have access to high-quality opportunities that build relationships and deepen their connection to BBBS Twin Cities.

The coordinator will help to plan and execute participant-focused program events; plan and support the implementation of match activities across agency programs, oversee tickets, discounts, special donations, and operate special initiatives to support high quality programming for youth. This position will include close working relationships with individuals across teams and at all levels of the agency.

Requirements

• Bachelor’s degree, or High school diploma or GED with at least four years of experience in special event coordination, with preference for events and activities involving youth programming
• At least 3 years of experience in special event planning
• Must possess a valid driver’s license and have a reliable means of transportation for the performance of work responsibilities.
• Demonstrated ability to plan, prepare and carry out high quality events, sometimes under tight timeframes and quick turn-arounds that advance the agency’s focus on high quality youth programming.
• Collaborative work style with strong interpersonal skills; ability to work both in a team and independently, to exercise good judgment, make sound decisions and problem solve.
• Excellent verbal and written skills, with the ability to communicate professionally and effectively with internal and external audiences.
• Ability to manage multiple projects across teams and priorities with a strong commitment to quality and results.
• Experience with handling confidential and sensitive information.
• Ability to work a flexible schedule and be on-site at BBBS’ and partner facilities, including regular evenings and weekends, sometimes with short notice.
• Experience working successfully with diverse populations and uphold the agency’s commitment to justice, diversity, equity and inclusion in all our programming and activities.

Nice To Haves

• Experience with managing apps, social media, and non-traditional communication with stakeholders preferred.
• Previous experience working with high profile stakeholders, including donors, volunteers, board and committee members, and community leaders strongly preferred.
• Experience working in youth programming
• Previous experience in Eventbrite, Canva, and Salesforce preferred.

Responsibilities

• Plan, lead, and facilitate regular monthly match activities for youth (Littles) and mentors (Bigs), including evenings and weekends. Responsibilities include coordinating supplies, managing the event budget, overseeing setup and teardown, and ensuring a smooth participant experience.
• Coordinate staffing logistics, maintain agency activity calendars, and manage programming tracker documents.
• Lead the planning and execution of large-scale agency events for all BBBS program participants, including youth, mentors, and families.
• Manage event registration systems and participant communications in collaboration with program staff and the Marketing & Communications team to ensure timely, accurate, and accessible event information.
• Create welcoming, inclusive environments that foster belonging and participant satisfaction.
• Train and prepare staff on event logistics, customer service, and best practices for delivering high-quality, participant-centered programming.
• Collect and utilize participant feedback and youth voice to inform continuous program improvement.
• Maintain accurate attendance records and gather relevant participant data through registrations, ticket requests, and on-site engagement; share updates with necessary teams as needed.
• Lead the implementation of assigned projects and contribute to additional initiatives as requested by the supervisor or agency leadership.
• Support the execution of high-profile partnerships and events with organizations such as the Minnesota Vikings, Timberwolves, and Lynx to advance development, program, and agency strategic goals.
• Plan and manage special initiatives aligned with college and career readiness, STEM, recruitment, and other strategic focus areas, including grant-funded and corporate volunteer-supported projects.
• Provide high-quality customer service to community leaders, donors, and corporate volunteers, ensuring they are effectively incorporated into participant-focused events.
• Coordinate with Marketing & Communications to support participant outreach via email, newsletters, social media, Facebook mentor groups, and other communications tools.
• Manage the agency’s ticketing and giveaway processes, ensuring equitable and timely distribution to participants and staff.
• Maintain and update a list of community discounts available to matches; proactively seek and cultivate new partnership opportunities to expand offerings.
• Support organization and maintenance of shared program resources, including Free Arts storage, supplies, and calendar systems.
• Maintain knowledge of community needs, resources, and networks
• Communicate professionally with internal and external constituents
• Work collaboratively to achieve results as specified in the strategic plan
• Promote teamwork by overseeing and participating in various teams, including work groups and interdepartmental meetings
• Positively represent BBBS in the larger community
• Assist in agency-wide events and initiatives including recruitment, fundraising, event management, and community outreach.
• Honor and respect the diversity of lived experiences, fostering an inclusive and equitable environment within the organization.
• Contribute to the overall success of the agency in order to achieve the BBBS mission
• Handle data from youth, families, mentors, or other constituents with care, ensuring secure and private maintenance.

Benefits

• BBBS-sponsored health & dental insurance, employer-paid long-term disability insurance, and life insurance, Health Savings Account (HSA) or Flexible Spending Account (FSA), paid time off accrual & 13 Paid Holidays, and 403(b) retirement plans with employer match.
• We recognize the need for flexible scheduling and remote work.
• Employees are able to work with their supervisors to identify a schedule that works best for both them and the agency.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 11-50 employees