Events Coordinator (Part-Time)

Responsibilities

• Translate each event’s approved purpose, audience, desired outcomes, and budget into a clear plan, timeline, and assignment of responsibilities.
• Coordinate event logistics, including venues, room layouts, catering, rentals, décor, technology, parking, security, custodial support, accessibility, transportation, and contingency plans, as applicable.
• Lead event setup, on-site execution, teardown, and restoration of spaces; serve as the primary logistics lead for assigned events.
• Maintain event calendars, checklists, vendor information, templates, inventories, and post-event notes so effective systems can be repeated and improved.
• Manage approved event budgets, track expenses, obtain required approvals, reconcile invoices, and steward Legacy’s resources responsibly.
• Create a welcoming and organized guest experience that helps attendees feel known, valued, and connected to Legacy’s mission.
• Coordinate registration, check-in, name tags, seating, wayfinding, hospitality, special accommodations, and guest-facing materials.
• Recruit, schedule, prepare, and support volunteers by providing clear assignments, expectations, and day-of instructions.
• Coordinate appropriate recognition, gifts, signage, sponsor benefits, and donor or hospitality in partnership with the Advancement team.
• Partner with the Advancement Director, who establishes event purpose, audience, desired outcomes, key relationships, fundraising direction, and final priorities.
• Collaborate with the Annual Giving and Advancement Operations Manager on invitations, registration data, donor lists, sponsorship fulfillment, attendance tracking, fundraising systems, gift follow-up, and post-event stewardship.
• Work with Marketing and Communications on event promotion, communication plans, storytelling, photography and video needs, and brand consistency. Marketing and Communications retains ownership of public messaging, brand direction, and promotional strategy.
• Submit timely and complete creative requests to the graphic designer and coordinate the production of invitations, programs, signage, presentation slides, name tags, and other event materials.
• Coordinate with school departments, facilities, technology, food service, security, and administrative leaders to clarify responsibilities and prevent scheduling or resource conflicts.
• Prepare clear operational communications, including confirmations, reminders, volunteer instructions, vendor information, and internal event briefs.
• Represent Legacy with warmth, professionalism, confidentiality, and radical servanthood in every interaction with families, donors, sponsors, vendors, volunteers, and colleagues.
• Manage guest-facing registration and check-in for assigned events while partnering with the appropriate department leader to protect source data, maintain accurate records, and complete necessary follow-up.
• Conduct timely event debriefs, document lessons learned, evaluate results against established goals, and recommend improvements.
• Help build repeatable systems that strengthen event quality, consistency, and efficiency over time.

Requirements

• A vibrant and growing personal relationship with Jesus Christ and wholehearted agreement with Legacy Christian Academy’s Statement of Faith, Social Stances, mission, core values, and Profile of a Legacy Employee.
• Christ-centered character marked by integrity, humility, discretion, dependability, and a servant-hearted approach to hospitality.
• Strong event-planning, organizational, project-management, and problem-solving skills, with excellent attention to detail and follow-through.
• Ability to manage multiple priorities, anticipate needs, adapt calmly when plans change, and make sound decisions during events.
• Clear written, verbal, and interpersonal communication skills, with the ability to work effectively with donors, families, staff, volunteers, students, vendors, and community partners.
• Proficiency with Google Workspace and comfort learning registration, project-management, creative-request, and event technology platforms.
• Availability to work required evenings, early mornings, and weekends surrounding major events.
• Ability to perform event-related physical responsibilities, including extended standing and moving event supplies, with reasonable accommodation as applicable.

Nice to have

• Two or more years of experience coordinating events, hospitality, nonprofit or school programs, advancement events, volunteer teams, or comparable projects.
• Experience with fundraising events, donor stewardship, sponsorship fulfillment, vendor management, budgeting, registration, or event production.
• An associate’s or bachelor’s degree in event management, hospitality, communications, marketing, nonprofit management, business, or a related field—or an equivalent combination of education and relevant experience.
• Familiarity with FundEasy, Monday.com, or similar registration, CRM, and project-management platforms.