Hybrid Event Operations Coordinator

2 weeks ago

new york city, United States Primary Full time

Position: Hybrid Event Operations Coordinator

Location: On-site in Tribeca, New York City

About Us: We are a warm, community-focused membership space designed for children and families, centered on Montessori, child-led learning and mindful practices. Here, children from 0-9 engage in thoughtful, creative play in an environment that promotes peace, independence, and holistic growth. Our commitment is to provide a nurturing “home away from home” where children, parents, and caregivers find a collaborative and caring atmosphere. To support our mission, we are seeking a dedicated Hybrid Event Operations Coordinator to ensure the seamless execution of Gatherings and enhance the joy of our community.

What You’ll Do:

Event Planning & Coordination

  • Plan, organize, and execute birthday party events held twice daily on Saturdays and Sundays, ensuring a joyful and memorable experience for families. 
  • Coordinate occasional after-hours socials for adults during the week, as well as special holiday events and community gatherings throughout the year. 
  • Collaborate with program leaders to create engaging activities that reflect our child-led learning philosophy, making every Gathering a meaningful experience. 
  • Manage logistics for events, including setup, catering, equipment rentals, and coordination with vendors, ensuring every detail aligns with our values. 

On-Site Operations

  • Oversee day-to-day operations during our busy on-site days (Thursday-Sunday), creating a welcoming, organized, and efficient environment for children, families, and staff. 
  • Ensure smooth execution of events by coordinating staffing, daily routines, and play sessions while promoting a child-centered atmosphere. 
  • Greet families, manage visitor protocols, and maintain a safe, supportive environment for all participants. 
  • Act as a liaison for vendor relations, ensuring a high standard of quality for supplies and services. 

Family Engagement & Enrollment Management

  • Work closely with the Program Director to engage families, assisting with enrollment activities, open house events, and workshops designed to foster a vibrant community. 
  • Maintain accurate and organized records of family experiences and support needs, ensuring a collaborative approach to family engagement. 

Finance & Compliance Support

  • Assist in maintaining budgetary responsibilities by tracking event expenses, purchasing supplies, and supporting financial health within our community. 
  • Uphold compliance standards by monitoring health and safety policies and ensuring secure record-keeping. 

Facilities, Health, and Safety Coordination

  • Ensure that the space is clean, safe, and welcoming for all families and staff, overseeing maintenance and organization. 
  • Serve as the primary contact for vendors related to meal services and inventory management, ensuring nutritious options that meet family expectations. 

Technology & Data Management

  • Support the tech needs of the team by managing communication platforms and social media. 

What We’re Looking For:

  • Education & Experience: Bachelor’s degree preferred with a minimum of two years in operations or event management, ideally in a family-oriented or educational environment; Montessori experience is a plus. 
  • Skills: High proficiency in digital tools (Google Workspace, scheduling software, CRM systems); familiarity with childcare and family engagement platforms is an advantage. 
  • Mindful Communication: Strong interpersonal skills, with the ability to listen actively, communicate warmly, and represent our values with every interaction. 
  • Reliability and Flexibility: Proven ability to thrive in a dynamic environment, manage multiple responsibilities, and approach challenges with a proactive, innovative mindset. 
  • Commitment to Community: A genuine interest in fostering a family-centered, child-led learning environment, promoting inclusivity, creativity, and mindfulness. 

Benefits of Joining Us:

  • Competitive salary with regular performance reviews 
  • Comprehensive health benefits for you and your dependents, including dental and vision 
  • Professional development opportunities focused on Montessori education, family engagement, and operational excellence 
  • Paid time off and mental health days to support work-life balance 
  • Wellness programs offering free access to wellness resources for you and your family 

Diversity and Inclusion: We celebrate diversity, inclusion, and individuality within our community. We believe that our collective strengths and varied perspectives enhance the experience for every child, family, and staff member. We are committed to building a team that reflects and uplifts the rich diversity of New York City.

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