Events & Administrative Coordinator

Schedule: 30–40 hours per week
Location: King of Prussia, PA (in person)
Classification: Hourly/Non-Exempt

About the Role

RSVP Volunteers is seeking a highly organized and dependable Events & Administrative Coordinator to support our day-to-day administrative operations and coordinate fundraising, volunteer recognition, and other special events. This hands-on position works closely with staff, volunteers, vendors, donors, and community partners. The ideal candidate is detail-oriented, comfortable using technology, and able to manage multiple projects and deadlines.

Responsibilities

Event Coordination

• Coordinate logistics for two annual volunteer recognition luncheons, the annual golf outing, Bingo fundraiser, and other special events.
• Maintain event timelines, checklists, registration lists, seating plans, and materials.
• Coordinate venues, volunteers, catering, vendors, rentals, signage, audiovisual needs, awards, gifts, and supplies.
• Collect and organize content for event program books, including sponsor advertisements, biographies, awards, and recognition information.
• Work with Development and Communications staff on sponsorship recognition, invitations, promotion, and printed materials.
• Transport event materials and oversee event setup, registration, execution, and breakdown.

Administrative and Operational Support

• Assist with office operations, mail, supplies, purchasing, meeting logistics, files, and administrative projects.
• Coordinate routine technology requests with RSVP’s Managed IT provider.
• Request and review email accounts, user access, system permissions, technology setup, and account closures.
• Submit and track IT support tickets and coordinate VOIP telephone system updates.
• Maintain equipment and asset records.
• Track vendor contracts, service agreements, insurance policies, and renewal dates.
• Serve as the administrative liaison with vendors and the organization’s insurance broker.
• Request and distribute certificates of insurance.
• Prepare employee onboarding paperwork, timesheet templates, background checks, and required personnel documentation.
• Coordinate and track required staff training and compliance activities, including insurance-mandated training and cybersecurity awareness training through KnowBe4; communicate requirements and deadlines to employees and follow up to ensure timely completion.
• Assist with routine purchasing, vendor invoices, and equipment coordination.

Requirements

• Two or more years of experience in event coordination, office administration, nonprofit support, hospitality, customer service, or a related field.
• Strong organizational, time-management, and communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and related Microsoft 365 applications.
• Comfortable learning VOIP, SharePoint, and other organizational systems.
• Ability to work independently while collaborating effectively with staff and vendors.
• Ability to maintain confidential information.
• Availability for occasional early-morning, evening, and weekend events.

Physical and Transportation Requirements

• Ability to lift, carry, load, and unload items weighing up to 30 pounds.
• Ability to stand, walk, bend, reach, push, and pull during event setup and breakdown.
• Valid driver’s license, current automobile insurance, and access to a reliable vehicle capable of transporting event supplies and equipment.
• Ability to travel to local event venues and vendor locations.
• Mileage for authorized business travel will be reimbursed in accordance with RSVP’s policy.

Clearances Required

• PA Child Abuse Clearance
• PA State Police Check
• FBI Background Check

About RSVP Volunteers

RSVP Volunteers is a nonprofit organization serving Montgomery, Chester, and Philadelphia counties. Our mission is to mobilize volunteers to meet critical community needs in education, wellness, digital literacy, and nonprofit capacity building.

Benefits

• PTO
• Flexible schedule
• Professional development opportunities
• Collaborative, mission-driven environment

Pay

$20.00 - $23.00 per hour