Event and Volunteer Coordinator

Position/Title: Event and Volunteer Coordinator

Reports to: President and CEO

Work Location: This is an onsite position. Remote work is not available, as regular on-site presence is required to meet the operational needs of the Cemetery.

Position Summary: The Event and Volunteer Coordinator is to work with all facets of Bellefontaine Cemetery to create and execute events that support the cemetery's mission by promoting creative and relevant events to enhance the experience of the visiting public, donors, or families of the Cemetery. The Event and Volunteer Coordinator will also recruit volunteers and maintain a positive relationship with the Cemetery’s volunteer force. This role will identify and fill the needs of volunteers by working with the Director of Horticulture, the Director of Development, and the Vice Presidents of Customer Relations to capture volunteers’ passion and find the ideal role for them at Bellefontaine. This role also acts as a liaison to other Cultural Institutions with volunteer forces in the St. Louis Metropolitan area to learn from those other institutions and enhance the volunteer experience for the cemetery volunteers. This role requires strong independent judgment and the ability to make sound, timely decisions on event preparation, duration, and follow-up with little to no direct guidance — including troubleshooting and pivoting event plans in real time — while maintaining a positive experience for visitors, donors, and families.

Responsibilities/Tasks:

• Create an Annual Event outline before the beginning of the calendar year, supporting a balanced focus for the Cemetery for each quarter of the year. Each quarter should be relevant to the season and the efforts with the Cemetery grounds.
• Support the Director of Annual Giving to create and develop events that support the Cemetery's fundraising efforts
• Customize and reimagine tours per the feedback provided by attendees on the tours
• Ensure Master Guides and Guides are matched with the proper topics of the tours to ensure a positive experience for attendees
• Identify methods and programs to recruit volunteers with the Cemetery’s needs in mind
• Develop the Cemetery volunteer force by holding the volunteers to a high standard of practice
• Connect regularly with volunteers in-person or virtually and acknowledge their achievements, findings, or projects
• Identify any issues between volunteers, volunteers and staff, or volunteers and guests and handle issues in a timely and professional manner.
• Independently plan, coordinate, and execute events from concept through follow-up, exercising sound judgment on event preparation, duration, and post-event debrief with little to no guidance from leadership.
• Serve as the on-site decision-maker during events and programs, anticipating potential issues and troubleshooting or pivoting plans in real time — including weather, vendor, staffing, or logistical challenges — to protect a positive experience for visitors, donors, and families.
• Take ownership of event supplies and equipment needs, tracking inventory and proactively communicating what is required to keep events running smoothly, rather than waiting to be asked.
• Perform other duties as assigned.

Characteristics:

• This is a high-energy position requiring enthusiasm and drive to keep pace with a full calendar of events, volunteers, and daily demands of the Cemetery.
• Must enjoy working with people on a daily basis and effectively communicating and listening to volunteers and their needs
• Attention to detail is primary to creating events for the Cemetery focused on the mission statement of the Cemetery and also to provide an educational, entertaining experience for the attending public.
• Ability to learn from prior events by acknowledging the success and failures of each event and addressing issues for future events
• Open to constructive criticism by attendees, fellow staff, and volunteers for more successful events and tours in the future
• Alertness to current events, trends, and topics central to the Cemetery and Arboretum will allow Bellefontaine to remain relevant.
• Willingness to explore new ideas to create events will keep Bellefontaine Cemetery and Arboretum fresh to the revisiting public and families serviced by the cemetery since 1849.
• Demonstrates sound, independent judgment and confident decision-making, particularly when determining event timing, scope, and adjustments to plans, without needing step-by-step direction.
• Must be comfortable with and thoroughly enjoy public speaking, presenting, and interacting with groups of visitors, volunteers, donors, and other guests on a regular basis.

Skills:

• 3 years of experience in event planning, volunteer coordination, or a related field
• Strong writing skills
• Must have excellent verbal and written communication skills
• Flexibility in event planning with multiple contingencies is essential to this role, for service overrides, weather shortcomings, and staffing issues will ensure the most successful event possible with the variables given at event time.
• Availability to work evenings and weekends for events and event set-up
• Must have a professional demeanor and appearance at all times
• Must be able to identify ways to utilize volunteer talents to enrich the visitor experience and for the volunteer to take pride in their role at the Cemetery
• Be able to provide clear direction in order to eliminate conflicts promptly to ensure a positive interaction with other volunteers, the general public, and Cemetery staff.
• Ability to troubleshoot and resolve unexpected event issues independently, pivoting plans as needed with little to no guidance, while maintaining positive experiences for visitors, donors, and families.

Working Conditions:

• Navigate daily tasks and urgent needs of the public or staff with a positive attitude
• Ability to switch directions and reprioritize is a must
• The ability to work indoors and outdoors and walk longer distances throughout the Cemetery. Will be required to work on and offsite. Engaging with large and small groups within the community, including nursing homes, schools, and other organizations in the St. Louis area will be required.
• Adjusting and planning for inclement weather conditions for tours and events
• Maintain a positive relationship with other historical organizations within the St. Louis area and serve on boards and committees.

Supports staff:

The Event and Volunteer Coordinator will work closely with the General Manager and the Foremen of the Cemetery to ensure proper set-up of events and supplies.

Strengthens culture:

The role of the Cemetery volunteers is always to support and enhance the function of the Cemetery staff by lending aid and developing programs to create a richer experience for all those who visit Bellefontaine Cemetery and Arboretum.

Must undergo and pass a physical and background check before employment

Compensation:

Competitive compensation package to include: a competitive base salary range of $60,000-$65,000 and excellent benefits.

Job Type: Full-time

Pay: $60,000.00 - $65,000.00 per year

Ability to Relocate:

• St. Louis, MO 63115: Relocate before starting work (Required)

Work Location: In person