Communications & Event Administrator (Part-Time)

Location: Lucy Simms Center, Harrisonburg, VA. Hybrid: on-site for meetings, events, and Club visits; writing, design, and coordination work may be completed remotely by arrangement with the supervisor.

Wage Range: $18 - $24.50/hr., based on experience

Reports to: Database Coordinator

Schedule: 15-20 hours per week, fluctuating based on events calendar (peak events in November–December and March–May). Office hours: M-F 8:30 a.m. to 4:30 p.m. Weekends and evenings per event schedule.

Start Date: As soon as possible

About the role

The Communications & Event Administrator is responsible for building public awareness and strengthening BGCHR’s organizational image. The role is deadline-oriented and variable, adapting to ongoing organizational needs. This position works closely with the CEO and Operations Manager to identify and create opportunities to promote Club Services, programs, and activities. The Administrator adapts and creates Club stories and messages for varied stakeholders using newsletters, social media, and other digital and printed marketing formats. They also lead the coordination of two annual fundraising events and support BGCHR's annual gala and Club-wide events.

Responsibilities

Media & Social Media Development

• Participate in the development and coordination of marketing and public relations activities to increase the visibility of programs, services, activities, stories, and effectiveness.
• Work closely with the Database Coordinator, CEO, and others to write, edit, and proof copy for press releases, brochures, PSAs, TV, newsletters, presentations, and email blasts.
• Maintain contact lists with the media and special interest groups.
• Work with Club Staff to create a portfolio of stories and highlights related to Club Activities, Member excellence, and other important information for the Board of Directors, donors, and stakeholders.
• Create and manage an engaging social media presence on all platforms while protecting the organizational brand, following BGCHR’s confidentiality and media consent policies, and confirming photo/video releases are on file before publishing images of members.
• Implement digital marketing campaigns, including webpage, email, social media, and display advertising.
• Assist in measuring the performance of all digital marketing campaigns.
• Maintain, manage, and implement the Marketing Calendar.
• Keep the BGCHR website up to date.

Event Management

• Work with the CEO and Database Coordinator to coordinate two of BGCHR’s annual events: Great Futures Lunch (November) and Great Community Give (April).
• Assist with marketing and sponsorship for the annual gala, Big Night (May).
• Support the program team to organize annual Club events, such as All Clubs Field Day in July and Lights On in October.
• Assist with implementing corporate and media sponsorships.
• Serve as a liaison to the business and educational community regarding fundraising and awareness activities.
• Assist with the RD Calendar.
• Coordinate fundraising events, including logistics, stakeholder communication, vendor and sponsor follow-up, and day-of execution.
• Support major Club events as part of the team.

In addition to the responsibilities listed above, the Communications & Event Administrator may be involved in other activities at the Clubs, including special projects and other miscellaneous job-related duties as assigned.

What Success Looks Like

This role follows a predictable monthly rhythm, with heavier periods around events. A successful year in this position typically includes:

• Ongoing (monthly):
  • 3–4 content pieces per week (14–16/month) across BGCHR social media channels.
  • One impact or highlight story per month.
  • One e-newsletter via Constant Contact.
  • Photos and video collected from at least two Club sites.
  • Website content kept current, plus a monthly analytics snapshot (reach, engagement, top posts).
• For each fundraising event:
  • Save-the-date and promotional graphics, and a sponsor one-pager or toolkit.
  • 4–6 event promotional posts in the six weeks leading up to the event, drawn from the monthly content total.
  • One press release or media outreach effort.
  • Day-of photo and video coverage.
  • Recap post and sponsor recognition within one week, and a photo album delivered to BGCHR.

Requirements

• A minimum of two years of experience in communications, marketing, or event coordination, or a combination of relevant education and experience.
• Proficient written and oral communication skills, including the ability to work effectively with a diverse group of people (e.g., board members, donors, volunteers, parents, and staff).
• Working knowledge of Office 365 and major social media platforms (Facebook, Instagram, LinkedIn).
• Organized, accurate, and able to handle multiple projects simultaneously under deadline.
• Reliable transportation and the ability to travel across BGCHR's seven Clubs in Harrisonburg and Rockingham County.
• Ability to pass a background check, as this role involves regular contact with Club members.
• Positive attitude and team player; professional, trustworthy, and dependable.

Preferred Qualifications

• Associate or bachelor's degree, preferably in marketing, communications, business, or English.
• Experience with Canva or similar desktop publishing and graphic design tools.
• Photo and video editing skills, including short-form video for social media (Reels, Stories), using tools such as CapCut or similar.
• Experience with Constant Contact or comparable email marketing platforms.
• Experience building digital campaigns that engage, inform, and motivate.
• Familiarity with current trends and best practices in online marketing and analytics.
• Experience in a nonprofit or youth-serving organization.

Pay

$18 - $24.50/hr., based on experience

Schedule

15-20 hours per week, fluctuating based on events calendar (peak events in November–December and March–May). Office hours: M-F 8:30 a.m. to 4:30 p.m. Weekends and evenings per event schedule.