Event Coordinator

Employment classification: part-time or full-time (non-exempt/exempt as applicable), 30 to 40 hours per week depending on candidate availability and fit. Some weekend and evening work is required.

About the Organization

The Lake Hopatcong Foundation (LHF) is a growing 501(c)3 non-profit organization based on New Jersey's largest lake. LHF dedicates itself to protecting the lake environment and enhancing the lake experience, bringing together public and private resources to encourage a culture of sustainability and stewardship on and around New Jersey's largest lake for this and future generations.

About the Role

To build broad community support for our mission, LHF hosts three signature events each year: the Lake Hopatcong Block Party, a spring fair-style community event with more than 200 vendors and 4,000 attendees; the annual Gala & Auction, a summer fundraising dinner and online auction; and Lake Loop, a fall bike, hike, and paddle challenge.

The Events Coordinator will lead the planning and execution of these signature events, while supporting a variety of additional programs and community initiatives throughout the year. This role reports to the Development Director and will serve as the chair of committees of volunteers who help plan and execute each event. As a small organization, LHF relies on close collaboration among staff, with dedicated volunteers playing an essential role in expanding our impact and supporting our mission.

Responsibilities

• Chair event planning committees of volunteers and “volunteers in charge” (VICs) which plan, track, and execute action items leading up to each event. This includes scheduling monthly meetings of each committee leading up to the event and one wrap-up meeting post-event.
• Work with Communications Director to update or create event marketing collateral, including posters, flyers, banners, and signage, as well as vendor and sponsor solicitation packages and event invitations.
• Work with Development Director and Communications Director to write descriptive web copy for each event, including blogs.
• Track vendors and participants across three different event software systems: Bloomerang, Givesmart, and BikeReg.
• Communicate with outside vendors and partners on event elements, such as venue, party rentals, event giveaways, activity routes, and placement.
• Work with LHF staff and VICs to ensure enough volunteer help for each event.
• Complete permit applications, raffle license applications, and special use permit applications as needed for each event.
• Work with the Development Director to create progress reports on each event for staff/board review, helping identify opportunities and/or the need for more resources.
• Help Development Director maintain a current list of sponsors and solicit new sponsorships from the local business community.

Qualifications

• 3+ years of professional event planning experience, especially with large special events.
• Strong interpersonal and relationship skills; demonstrated ability to communicate, motivate, lead, and relate effectively to various individuals.
• Proficient in Microsoft Office Suite and most PC applications.
• Requires use of a personal vehicle and ability to travel within the greater Lake Hopatcong region (Roxbury, Hopatcong, Jefferson, Mount Arlington); job-related mileage reimbursed.
• Self-management skills and teamwork skills. Ability to organize, prioritize, and direct a body of work, collaborating effectively with other LHF staff and partners as appropriate.
• Ability to work outdoors and/or on your feet for hours at a time.
• Some weekend and evening work required.

Preferred Skills

• Familiarity with web-based tools, such as Givesmart, SignUpGenius, and BikeReg/RunSignUp.
• Previous experience with non-profit organizations.
• Familiarity with the Lake Hopatcong region.

Attributes

• Friendly, outgoing individual who embodies LHF’s values of collaboration, action, sustainability, and warmth.
• Highly organized, detail-oriented, and skilled at multitasking.
• Excellent verbal and written communicator.
• Able to work independently in a fast-paced environment.
• Comfortable speaking with funders and potential funders; able to identify development opportunities.
• Energetic and adaptable, willing to rise to the occasion to ensure success.
• Enthusiastic about work that benefits the greater good.
• Quick learner who is comfortable with technology.

Pay

Salary range: $50,000 to $57,000 (prorated for part-time based on hours).

Benefits

• Competitive benefits package, including 15 days of paid vacation to start.
• Comprehensive health insurance.
• 401(k) plan with company match.
• Benefits are provided to full-time employees, with prorated benefits where applicable.

Work Location

The position is based at the Lake Hopatcong Foundation office located at 125 Landing Rd, Landing, NJ, with potential for some remote work arranged through the Executive Director.