Asphalt Green is seeking an Events Coordinator to support the planning and execution of public-facing events, community activations, organizational gatherings, and stakeholder engagement opportunities across its locations. The role is a key operational partner to the Events Manager, helping bring events to life through strong coordination, attention to detail, and excellent onsite execution. The coordinator works closely with teams across Marketing, External Engagement, Programs, Operations, Customer Experience, and Development to ensure events are organized, welcoming, safe, and aligned with Asphalt Green's mission and brand standards. Responsibilities include supporting event planning and logistics, coordinating vendors and partners, managing registration and participant experience, assisting with onsite execution, collaborating across teams, and supporting administration and reporting.

Responsibilities

Assist with the planning and execution of community events, public activations, organizational gatherings, and stakeholder engagement opportunities across Asphalt Green locations.
Help develop and maintain event timelines, project plans, run-of-show documents, staffing plans, checklists, and logistical schedules.
Coordinate event materials, supplies, equipment, signage, setup requirements, room or site layouts, and event-day operational needs.
Maintain event calendars, planning documents, shared trackers, and other tools that support timely and organized event execution.
Coordinate routine communications with vendors, contractors, entertainers, suppliers, community partners, and internal stakeholders.
Assist with collecting quotes, tracking invoices, monitoring event-related expenses, and maintaining documentation for event contracts, certificates of insurance, and other required records.
Ensure vendors and partners receive accurate schedules, arrival instructions, logistical details, and onsite expectations.
Escalate vendor, contract, budget, or service issues to the Events Manager or appropriate internal partner.
Support event registration systems, attendee lists, guest communications, and participant management processes.
Coordinate pre-event information for participants, guests, volunteers, partners, and stakeholders.
Assist with guest check-in, wayfinding, attendee questions, and event-day service needs.
Help create a welcoming, inclusive, and organized experience for all participants and guests.
Support event setup, execution, and breakdown, including coordination with staff, volunteers, vendors, and operational support teams.
Assist in troubleshooting routine logistical challenges and responding to event-day needs in real time.
Monitor assigned areas to help ensure events are executed safely, efficiently, and in accordance with organizational standards.
Serve as an onsite representative of Asphalt Green during events and activations, modeling professionalism, responsiveness, and a service-oriented approach.
Work with Programs, Operations, Customer Experience, Development, Marketing, and External Engagement teams to support event objectives.
Assist with cultivation events, donor events, community outreach activities, sponsorship or partnership activations, and organizational celebrations as assigned.
Help ensure event execution aligns with Asphalt Green priorities, brand standards, accessibility expectations, and community engagement goals.
Maintain event planning documents, vendor records, project trackers, and shared files.
Assist with post-event evaluations, attendance tracking, survey follow-up, and basic reporting.
Support budget tracking, expense documentation, and reconciliation processes.
Identify opportunities to improve event operations, workflows, participant experience, and internal coordination.

Requirements

1-3 years of experience in events, hospitality, operations, recreation, community engagement, nonprofit programming, or a related field.
Strong organizational skills and the ability to manage multiple deadlines, details, and moving parts.
Excellent written and verbal communication skills.
A professional, collaborative, and service-oriented approach.
Strong attention to detail and follow-through.
Ability to work effectively with internal teams, external vendors, partners, volunteers, and guests.
Comfort using event registration systems, shared calendars, spreadsheets, project trackers, and common office technology.
Sound judgment in escalating issues, following established procedures, and supporting safe event operations.
Availability to work evenings, weekends, and special events as needed

Nice to have

Experience supporting public-facing events, community programs, large-scale activations, or mission-driven events.
Experience coordinating vendors, volunteers, event materials, participant communications, or onsite logistics.
Experience in nonprofit, recreation, sports, fitness, hospitality, education, or community-based organizations.
Familiarity with event planning software, registration platforms, project management tools, and basic budget tracking.
Experience working in customer-facing environments requiring a strong service orientation