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Activities Coordinator
2 months ago
PART TIME POSITION - 24 HOURS PER WEEK - Mon/Wed/Fri
This position is for an upscale Community Association in Wellington. The community is looking for an Advertising and Activities Director to enhance the community’s appeal and engagement.
This role involves developing and executing comprehensive sales strategies to attract and secure advertisers and sponsors for community events, the community magazine and the community cable TV channel. The director will work to identify potential advertisers, create tailored advertising packages, and negotiate contracts to achieve revenue goals.
Additionally, the Director plans, organizes, and oversees a variety of community activities and events designed to foster a vibrant, interactive environment for residents. This includes everything from social gatherings and recreational programs to educational workshops and special events.
The ideal candidate will have extensive experience in advertising sales and sponsorship management, strong marketing and event planning skills, excellent communication and negotiation abilities, a knack for creating engaging, resident-focused experiences that contribute to a welcoming and dynamic community atmosphere, and a deep understanding of community- focused media and events
ACTIVITIES MANAGEMENT
Event Planning and Coordination: Design, plan, and execute a variety of events and activities tailored to the interests and needs of the community, such as social gatherings, recreational programs, workshops, and special celebrations.
Budget Management: Develop and manage the budget for community activities, ensuring efficient use of resources while achieving high-quality events and programs.
Vendor and Partner Relations: Collaborate with external vendors, service providers, and community partners to secure services, supplies, and sponsorships for events and activities.
Promotion and Communication: Promote upcoming events and activities through various channels, including newsletters, social media, bulletin boards, and community meetings, to ensure high participation and engagement. Update and maintain the community website on a weekly basis. This includes posting meeting minutes, community forms, flyers and updating the community calendar of events.
Program Development: Develop and implement ongoing programs and activities that enhance community life, such as fitness classes, educational workshops, and hobby groups.
Volunteer Management: Recruit, train, and manage volunteers who assist with organizing and executing community events and activities.
Logistics and Operations: Oversee the logistical aspects of events, including venue setup, equipment rental, catering, and coordination with staff and volunteers to ensure smooth execution.
Safety and Compliance: Ensure that all activities comply with health and safety regulations, community guidelines, and legal requirements, providing a safe and enjoyable environment for participants.
Record Keeping and Reporting: Maintain records of event participation, revenues, expenses, and prepare reports to assess the success of activities and identify areas for improvement.
Community Building: Foster a sense of community and connection among residents through inclusive and diverse programming that encourages interaction and participation. Compose a weekly eblast for upcoming Activities called the “Tidbits”.
Collaboration with Management: Work closely with community management to align activities with the overall goals and vision of the residential community and address any concerns or requirements.
ADVERTISING & SPONSORSHIP MANAGEMENT
Advertising Strategy Development: Create and implement advertising strategies tailored to promote community events, activities, and services effectively, aligning with the community’s goals and target audience.
Ad Placement Coordination: Manage the placement of ads in community newsletters, local publications, digital platforms, and on-site materials such as bulletin boards and signage.
Client and Vendor Liaison: Work with local businesses, service providers, and community stakeholders to secure advertising opportunities and manage relationships to ensure mutually beneficial arrangements. Maintain advertising log / ledger and notify advertisers prior to renewal.
Campaign Management: Oversee the execution of ad campaigns related to community events, amenities, and promotions, ensuring timely and accurate placement.
Financial Management: Compare and verify ad revenue reported from various sources, including sales records, contracts, and financial statements, to ensure accuracy and consistency. Reconcile invoices with payments received and reported revenue, identifying and resolving any discrepancies between billed amounts and actual payments. Maintain detailed records of all reconciliation activities, including supporting documentation for financial transactions and adjustments.
EDUCATION:
Bachelor’s degree in Hospitality Management; Recreation and Leisure Studies; Event Planning; Advertising; Marketing; Business Administration or equivalent experience required.
EXPERIENCE:
Demonstrated experience with event coordination, recreational programming, or community outreach. Experience in managing volunteers or teams. Experience in budgeting and financial management for activities or events. Expertise in negotiating contracts, ad placements, and pricing with media vendors, partners, and clients. Understanding of digital advertising platforms, including social media, search engines, and programmatic advertising.
SOFTWARE:
Proficient in the use of Microsoft Office Suite, specifically Excel, Word, and PowerPoint, required. Working knowledge of Canva required.
Other Knowledge, Skills & Abilities:
Ability to work independently with minimal supervision. Strong organizational and project management skills. Excellent communication and interpersonal abilities. Creative thinking and problem-solving skills. Knowledge of marketing and promotional strategies. Ability to work collaboratively with diverse groups of people. Ability to work nights and weekends to support community events. Fluency in Spanish a plus.
Company DescriptionProfessional Commercial & Residential Real Estate Management Company that has been servicing our clients with integrity and teamwork for over 30 years.Company DescriptionProfessional Commercial & Residential Real Estate Management Company that has been servicing our clients with integrity and teamwork for over 30 years.
