PT Special Events Coordinator

Vacancy Information

The Part-Time Special Events Coordinator position is open for applications.

About the Role

This position recruits, coordinates, trains, and supports volunteers for special events and community programs. It involves assisting with event planning, coordination, and execution, and requires flexibility in working evenings, weekends, and holidays.

Essential Functions

• Recruit, screen, and onboard volunteers for events and initiatives.
• Maintain volunteer records, background screens, schedules, waivers, and contact information.
• Cook up volunteer assignments and ensure adequate staffing for programs and events.
• Coordinate volunteer orientations and provide training as needed.
• Serve as the primary point of contact for volunteers before, during, and after events.
• Monitor volunteer performance and ensure compliance with department policies and procedures.
• Recognize and promote volunteer contributions through appreciation and retention efforts.
• Track volunteer hours and prepare reports as requested.
• Aid in the planning, organization, and implementation of community events, festivals, races, ceremonies, and recreational programs.
• Cook up event logistics, including setup, breakdown, volunteer staffing, registration, and attendee assistance.
• Support communication with vendors, sponsors, community partners, and event participants.
• Aid in event marketing efforts, including distributing promotional materials and providing information to the public.
• Manage event supplies, equipment, and inventory.
• Provide on-site event support and troubleshoot issues as they arise to ensure successful event operations.
• Aid in post-event evaluations and reporting.
• Respond to volunteer and event-related inquiries by phone, email, and in person.
• Prepare correspondence, reports, and other documents related to volunteer and event activities.
• Maintain accurate records and databases.
• Attend staff meetings and training sessions as required.
• Perform other related duties as assigned.

Work Schedule Requirements

Must be available to work evenings, weekends, and occasional holidays based on program and event schedules. Hours will vary depending on seasonal event needs and volunteer activities. Attendance at assigned special events is required.

Minimum Qualifications

Any combination of education and experience equivalent to graduation from an accredited college or university with major coursework in event management, communications, hospitality, or related fields and some experience in event planning and management.

Benefits

The Town of Wake Forest offers:

• Medical Coverage
• Dental Coverage
• Optional Vision coverage
• Life Insurance
• Long-term and Short-term Disability Programs
• Flexible Spending Accounts (FSA)
• Health Savings Accounts
• Pension Deferred Compensation (457) Plan and 401(k)
• Social Security
• Employee Assistance Program