Events Coordinator

3 weeks ago

Phoenix, United States Local First Arizona Full time

**POSITION PURPOSE**:
The purpose of this position is to support and coordinate programmatic events that provide resources and partnerships for Arizona’s small business community, and ultimately strengthen the businesses along with Arizona’s local economy. The role requires a blend of organizational skills, attention to detail, and ability to multitask effectively.

**DUTIES AND RESPONSIBILITIES**:
Primary responsibilities involve overseeing the execution and success of Local First Arizona’s programmatic events and member networking opportunities, including: developing scopes of work with measurable goals, planning timelines and maintaining budgets, tracking and reporting on sponsorship fulfillment, and planning events and logistics by securing city permits, vendor support, coordinated marketing, customer relations, and follow-through on deliverables.

This position also supports the Special Events Manager in the delivery of signature events and other duties as assigned.

**Responsibilities**

**Programmatic Events - 60%**
- Support and coordinate event logistics for LFA programmatic events.
- Coordination with Local First Arizona’s teams to submit registration to Marketing Operations Specialist and management of overall event logistics required to facilitate each opportunity.
- Manage master schedule of programmatic events, including coordination of staff and volunteer coverage for each of those events.
- In coordination with event lead, manage event related logistics including scheduling tasks in the project management system.
- Maintain clean and accurate records of attendee participation, in-kind partnerships, donations, etc.
- Plan and manage coordination of technology for events (in-person, hybrid, and/or virtual) as needed.
- Coordinate check-in and check-out procedures for events, including:

- Managing tasks in Wrike,
- Packing items,
- Scheduling pick-ups,
- Ensuring the organized return of all event items.
- Replenish event resources and identify missing or damaged items requiring repair.
- Management and maintenance of inventory of event supplies, including coordinating the transportation of event supplies to/from the storage unit, including preparation, breakdown, reset, and donation of supplies to other organizations for reuse/recycling.
- Provide ‘run up’ and ‘day of’ logístical support for LFA events
- Collection of donated items for silent auctions and event merchandise from partners for events

Support General LFA staff with:

- Coordination of print pick-ups/delivery with graphic designers
- Manage incoming event requests
- Manage incoming tabling requests

**Volunteer Coordination & Signature Events - 30%**
- Under the direction of the Development Coordinator, recruiting and engaging volunteers for programmatic events.
- Schedule volunteer positions and plan orientation and training for all volunteers, as well as event check in and clear job duties.
- Act as the main point of contact, or identify other staff lead, for volunteers on-site at all programmatic events.
- Plan volunteer t-shirt orders and maintain inventory, as well as send thank-you notes and gift cards when available.
- Plan for supplies for all volunteers such as water, snacks, any needed meals, and first aid kits.
- Maintain records to report volunteer hours and other volunteer related data using CRM.
- Support the Special Events Manager in the execution of event logistics of annual LFA signature events.

**Local First & Programmatic on-going support - 10%**
- Attend team meetings for fulfillment of duties across program teams and the broader organization.
- Be a brand ambassador for the organization at all times, which could include serving on committees or boards relevant to Local First’s mission, as available and appropriate; representing Local First Arizona at partner organization meetings; and managing relationships with all members and partners of Local First Arizona.

**PREFERED QUALIFICATIONS**:

- 3-5 years managing events
- 2 years managing volunteers

**Knowledge and Skills**
- English/Spanish bilingual a plus
- A proven track record of organizing successful events, including:

- Project management organization and planning
- Experience securing permits
- Vendor management
- Volunteer management
- Excellent customer service skills
- Budget-keeping familiarity and record keeping abilities
- Aptitude for creative problem-solving and quick-thinking with a strong attention to detail
- Highly organized, self-motivated and driven
- Excellent and professional verbal and written communication skills
- A creative thinker who is able to work in different communities, assessing and adapting to different communities and local business needs and desires
- A general understanding of the local movement and the importance of local business development and entrepreneurship
- Outgoing, and excited to talk to new business owners and consumers about Local First Arizona’s mission
- Good perspective on the histor

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