Special Events Coordinator

Live Oak Public Library•Savannah, GA

1d•Onsite

About The Position

Under the direction of the Director of Regional Operations, the Special Events Coordinator plans, organizes, and oversees events that engage the community and support the mission of the Live Oak Public Library System (LOPL). This position is responsible for coordinating internal and external system-wide meetings and events. This includes scheduling and booking event space; coordinating logistics with event partners and vendors; onsite organization; setup and teardown at the event space; seeking feedback around attendee experience. This role also supports private elopement and small wedding ceremonies hosted at specific LOPL locations, as well as library-sponsored fundraising events, donor receptions, and community celebrations. The Coordinator ensures that all events reflect the library’s values, provide exceptional public service, and contribute to the library’s visibility and financial sustainability.

Requirements

Proficiency with database and accounting spreadsheet software.
Must have reliable transportation
Intermediate technology skills for successful use of social media, donor management software, Microsoft Office, and Google Workspace, and a curiosity to learn new platforms
Ability to travel within the city, state, and out of state as needed.
Ability to work evenings and weekends.
Ability to manage donor interest and personal information with tact and confidentiality.
High school diploma or equivalent
Three years of event planning required.
Valid driver’s license and insurability required.
Proven strength for problem solving and strong analytical skills.
Strong communication skills (both written and oral).
Ability to be proactive, resourceful, highly organized and able to manage multiple projects and adjust priorities as necessary.
Ability to work effectively and cooperatively with a diverse group of people on a daily basis with a strong service orientation.
Ability to work with minimal supervision in a flexible environment.
Skills that emphasize teamwork, communication, ethics, trust and patience.
Enjoys being involved in all aspects of making the organization successful.

Nice To Haves

Bachelor’s degree in public relations, Communications or Hospitality Management or relevant discipline is preferred.

Responsibilities

Prepare special event cost estimates and assists with preparing an annual budget for system-level special events.
Manages fiscal processes and systems, such as W-9, Pos check requests, and credit card management.
Coordinates logistics for Library’s regular meetings, board meetings, system level large or special events, including speakers, system achievements, participation in community events such as parades and festivals, etc. This includes reserving spaces and communicating with other departments such as Public Services, Facilities, and Communications.
Schedule, plan and manage logistics for elopement ceremonies, small weddings and other private events held at specific LOPL locations.
Coordinate special library-hosted events such as fundraising galas, donor recognition events and other programs collaborating with the Engagement, Development and Public services departments.
Develop, implement and oversee procedures for public and private special events.
Act as the central point of contact for inquiries about reserving meeting and event space.
Market event spaces and coordinate event schedules.
Plan special event details inclusive of guest needs. Maintain a high level of communication with guests planning events.
Coordinate with IT for audio and video needs, while becoming an expert on in-house technology.
Provide tech support to individuals and/organizations utilizing the event space.
Must be available to work evening and weekends within a 29-hour work week.
Supervise volunteers, vendors or suppliers.
Reviews venues to determine proper accessibility, signage, audio-visual equipment, room set-up, staffing, crowd control/traffic flow, etc.
Embraces LOPL Core Values and strategic priorities.
Demonstrates a commitment to inclusion efforts regardless of age, cultural background, ability, ethnicity, family status, gender, race, religion, sexual orientation, veteran status or national origin.