Event Coordinator

Event Coordinator

The Event Coordinator is responsible for assisting the Director of the Office for Events and Liturgies in planning, marketing, and coordinating events and major initiatives that the Department for Pastoral Ministries carries out including conferences, retreats, liturgies, trainings, workshops, and other events as determined by the Department Head for Pastoral Ministries. The Event Coordinator plans for all aspects of events and liturgies to meet the stated vision and goals that have been outlined to include but not limited to logistics, implementation, and coordination of tasks and resources while meeting multiple deadlines. The role requires familiarity with liturgical planning, including components of the liturgy, rubrics, and norms. The Event Coordinator is responsible for following the guidelines for vision and content from the Pastoral Specialists and the Director.

Position Responsibilities:

• Coordinate assigned events and liturgies to include all aspects of event planning from initial development and marketing to execution and post-event debriefing.
• Create and develop detailed event and liturgy proposals/plans through strategic meetings with pastoral specialists and the Director that includes the vision for the event, timeline, targeted audience, recommendations for speakers, available resources (including budget and cross-functional team recommendations), brief event history, opportunities for growth, site visits and other applicable planning components.
• Organize and ensure all event administrative details are in order for successful operation of the event. Promote events and collaborate with others to ensure outreach and participation to the appropriate groups.
• Manage an accountability plan for multiple events/initiatives that includes methods for regular reporting needed for key decisions.
• Organize as needed graphic engagement components necessary for the various stages of event marketing and outreach to target audiences.
• Recruit and coordinate the cross-functional team comprised of volunteers, clergy, religious and laity.
• Prepare liturgical logistics, liturgical planning forms, and/or worship aids to support liturgies.
• Maintain, update, and secure constituent contact information across multiple databases.
• Meet with event coordinators, directors, and other key stakeholders to assess marketing needs and work in partnership with the Department for Communications as needed.
• Prepare various reports and briefs for assigned activities and create relevant event debriefs that include a participant and team evaluation.
• Develop quarterly reviews including expected outcomes for participants, a proposed budget based on each assigned activity, and proposed scope of changes for the next year.
• Coordinate the reservation, transportation, protection, and usage of department equipment needed for event execution, including audio/visual technologies, sound systems, projector screens, various cables, lights, stands, carts, and signage.
• Adhering to safety training and protocols daily and taking precautionary measures to ensure the safety and well-being of self and others.
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned.

Minimum Qualifications:

• Education
  • Bachelor's degree in Business Administration, Marketing, Pastoral Ministry, Theology/Religious Studies, Hospitality or business-related field. Relevant work experience may be considered in lieu of education.
• Experience
  • Minimum of two (2) to three (3) years of experience in event planning, including event logistics, and project management.
  • Minimum two (2) years of experience operating Audio-Visual equipment.
  • Diocesan or parish experience is preferred.
• License and Credentials
  • Reliable transportation
  • Valid driver license
  • Valid vehicle insurance
  • Bilingual in English and Spanish is preferred

Minimum Knowledge and Skills:

Roman Catholic in good standing or familiarity with the Catholic Church is preferred;

Knowledge of Microsoft Office Suite, including Excel, Word, Outlook, and Publisher;

Experience with online applications, including registration forms and reporting;

Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects with efficiency in a fast-paced and multi-tasked environment while meeting deadlines;

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists;

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form;

Must be detail oriented, organized, self-motivated, and work well independently and on a team;

Must have strong written and verbal communication skills;

Must demonstrate strong critical thinking and problem-solving skills.

Travel Requirements:

Travel requirements for the position includes 85% local and 0% overnight

Physical Requirements:

The position requires the following physical demands in the frequency noted.

C = Constantly (2/3 or more of the time) O = Occasionally (Up to 1/3 of the time)

F = Frequently (From 1/3 to 2/3 of the time) R = Rarely (less than on hour per week)