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Event Co-Coordinator

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Adoptee Hub is accepting applications for 2 part-time volunteer Event Coordinators. They will be working jointly to develop a yearly event calendar and coordinate all of the logistics to ensure successful events for our Adoptee Hub community. These events may be virtual or in-person types of events depending on state mandates. You will oversee all aspects of event planning and management; after discussing the scope and budget with department directors, you will organize all the details, including booking the venue, planning food service, entertainment, decorations, transportation, and staffing for the day of the event. We expect you to supervise each phase of the plan during the event to ensure it runs smoothly and to close out all vendor invoices once the event is over.

This position requires discretion and confidentiality.

  • Be learned on Adoptee Hub's mission and objectives when developing a calendar of events schedule.
  • Excellent Time Management skills.
  • Research venues and vendors that fit the occasion within budget.
  • Research venues and vendors that fit the occasion within budget.
  • Work with Volunteer Coordinator to schedule staff and set up/clean up crews for the day of the event.
  • With collaboration with the treasurer and CEO, negotiate contracts with vendors.
  • Understand requirements for each event, and develop comprehensive implementation plan.
  • Be well organized, high level for attention to details, able to multi-task well.
  • Excellent verbal and written communications skills.
  • Develop checklists and timelines for each event for committee and additional volunteers to understand and follow.
  • Evaluate event’s success and submit final event summary reports for Adoptee Hub.
  • Be able to meet bi-weekly with Events committee members.

  • Experienced in Zoom meeting software application.
  • Experienced with Microsoft Office 365 and One Drive.
  • Social Media savvy.
  • Request member to be an Adoptee, if possible, or associated with an Adoptee community in some capacity.
  • Collaborate with Public Affairs to ensure marketing of events are written per Adoptee Hub Approved Style Guide.
  • Knowledgeable of Asana project management tool software application.

  • Able to handle stress and remain calm.
  • Dedicate 20 hours monthly towards Adoptee Hub events and project needs.
  • Actively support and attend Adoptee Hub events, either in person or virtually.

Please complete the volunteer application below:

Application

Posted: Jun 25, 2020

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