Position Title: Events Coordinator
Status: Non-Exempt, part-time (15-20 hours/week)
Updated: October 2023
Reports to: Executive Director
The Events Coordinator is responsible for the planning and execution of West Valley Arts Council’s ongoing events and special projects. The role will provide oversight and administrative support, such as scheduling and meeting coordination, outreach, and interaction with various partners, stakeholders, vendors, and artists. The ideal candidate will have experience in event planning and project management with proven ability to manage multiple priorities simultaneously. They will bring a detail-oriented, project management capability to a variety of arts & cultural events, educational programs, and outreach projects both in-person and virtually.
This role is stationed at the Arts HQ Gallery in Surprise, AZ with travel throughout the west valley required.
-Apply professional standards and best practices in project management and event coordination to perform duties.
-Manage and execute WVAC projects and events including outreach efforts, project planning meetings, stakeholder communication, contracting, invoicing and scheduling.
-Coordinate with venues, artists and performers, concessionaire/catering, security, onsite vendors, and 3rd party equipment and service providers.
-Provide oversight and direction to volunteers, interns, and support staff.
-Serve as the organization’s liaison/representative during events, meetings, and networking opportunities.
-Collaborate on project pre-planning and monitoring efforts to ensure missional alignment, audience engagement, and fiscal sustainability.
-Work with Executive Director to establish and maintain community partners such as s educational institutions, city governments, and non profit organizations.
-Work with Executive Director to establish and manage event budgets.
-Work with Executive Director to identify and procure event sponsors.
-Assist Executive Director with budget planning and compiling data for grant reporting.
-Compile content for PR and social media campaigns.
-Work with the marketing team to produce content, brochures, and other
marketing materials for programs and events.
Knowledge, Skills, & Abilities:
-Have a genuine enthusiasm for all modes of art (visual, musical, written, literary).
-Demonstrated ability to manage projects effectively.
-Knowledge of best practices in event coordination and project management.
-Ability to work in collaborative environments and engage with diverse partners and stakeholders across various sectors (teachers, students, artists, volunteers, community leaders, municipalities, government entities, businesses, nonprofit organizations, schools, contractors).
-Excellent English communication skills, oral and written.
-Professional, both in appearance and demeanor.
-Comfortable with public speaking and being in a community-facing environment.
-Adept with using and learning technology (computers, databases, software).
-Must be highly organized, detail-oriented, and self-motivated in order to perform a wide variety of duties and responsibilities in a deadline-driven, sometimes fast-paced environment.
-Adept at creative problem-solving, anticipating and resolving issues quickly and
-Must be able to lift 30 pounds, sit in a chair and/or stay on feet for long periods of
-Must be available to work evenings and weekends, and travel between destinations within the west valley.
-Must have a valid Arizona Driver’s License.
-Bachelor’s degree in event or business management, program management, or related field.
-One to two years’ experience working in event coordination or program management
-An equivalent combination of education, training, skills, and experience which
provides the knowledge and abilities necessary to perform the work
-Experience working in the arts and/or non-profit organizations preferred.
The West Valley Arts Council is an equal opportunity employer and welcomes applicants from diverse backgrounds. Interested candidates should submit a cover letter and resume to firstname.lastname@example.org for consideration.