Program Events Coordinator

Description

The Big Futures Team creates innovative programs and events that inspire exploration, elevate youth voices, and prepare young people for a successful future. By fostering belonging, strengthening mentoring connections, and expanding access to education, career, and entrepreneurial opportunities, we empower youth to build social capital and develop lifelong skills.

As a key member of the Big Futures Team, the Program Events Coordinator supports the Manager of Program Events in supporting the agency’s match activity and event strategy through dynamic experiences for youth, families, and volunteers. This position will play a key role in creating positive moments and experiences for our participants, ensuring participants have access to high-quality opportunities that build relationships and deepen their connection to BBBS Twin Cities.

The coordinator will help to plan and execute participant-focused program events; plan and support the implementation of match activities across agency programs, oversee tickets, discounts, special donations, and operate special initiatives to support high quality programming for youth. This position will include close working relationships with individuals across teams and at all levels of the agency.

Job Details

• Location: Minneapolis, MN - Full in-office requirement
• Hiring Salary Range: $22.60 - $24.51 per hour
• Hours/Day: Monday-Friday, 40 hours a week – with hours that will include flex time in the evening and weekend hours on a regular basis. Candidates should expect to be at 3-6 evening and weekend events per month.
• Job Type: Full-time, Non-exempt
• Supervisor: Manager of Program Events
  
  

Position Specifics

Agency Program Events & Activities

• Plan, lead, and facilitate regular monthly match activities for youth (Littles) and mentors (Bigs), including evenings and weekends. Responsibilities include coordinating supplies, managing the event budget, overseeing setup and teardown, and ensuring a smooth participant experience.
• Coordinate staffing logistics, maintain agency activity calendars, and manage programming tracker documents.
• Lead the planning and execution of large-scale agency events for all BBBS program participants, including youth, mentors, and families.
• Manage event registration systems and participant communications in collaboration with program staff and the Marketing & Communications team to ensure timely, accurate, and accessible event information.
• Create welcoming, inclusive environments that foster belonging and participant satisfaction.
• Train and prepare staff on event logistics, customer service, and best practices for delivering high-quality, participant-centered programming.
• Collect and utilize participant feedback and youth voice to inform continuous program improvement.
• Maintain accurate attendance records and gather relevant participant data through registrations, ticket requests, and on-site engagement; share updates with necessary teams as needed.
• Lead the implementation of assigned projects and contribute to additional initiatives as requested by the supervisor or agency leadership.
• Support the execution of high-profile partnerships and events with organizations such as the Minnesota Vikings, Timberwolves, and Lynx to advance development, program, and agency strategic goals.
• Plan and manage special initiatives aligned with college and career readiness, STEM, recruitment, and other strategic focus areas, including grant-funded and corporate volunteer-supported projects.
• Provide high-quality customer service to community leaders, donors, and corporate volunteers, ensuring they are effectively incorporated into participant-focused events.
• Coordinate with Marketing & Communications to support participant outreach via email, newsletters, social media, Facebook mentor groups, and other communications tools.
  
  

Agency Resources & Partnerships

• Manage the agency’s ticketing and giveaway processes, ensuring equitable and timely distribution to participants and staff.
• Maintain and update a list of community discounts available to matches; proactively seek and cultivate new partnership opportunities to expand offerings.
• Support organization and maintenance of shared program resources, including Free Arts storage, supplies, and calendar systems.
  
  

BBBS Mission Alignment

• Maintain knowledge of community needs, resources, and networks
• Communicate professionally with internal and external constituents
• Work collaboratively to achieve results as specified in the strategic plan
• Promote teamwork by overseeing and participating in various teams, including work groups and interdepartmental meetings
• Positively represent BBBS in the larger community
• Assist in agency-wide events and initiatives including recruitment, fundraising, event management, and community outreach.
• Honor and respect the diversity of lived experiences, fostering an inclusive and equitable environment within the organization.
• Contribute to the overall success of the agency in order to achieve the BBBS mission
• Handle data from youth, families, mentors, or other constituents with care, ensuring secure and private maintenance.
  
  

Physical Requirements

This position operates in a hybrid environment that includes office work and frequent presence in community and event settings. The role requires the ability to set up and break down outreach and tabling materials, including lifting, carrying, and transporting items up to approximately 40–50 pounds, with or without reasonable accommodation.

The position also requires extended periods of standing, walking, and engaging with the public at community events, as well as regular use of standard office equipment and technology such as computers, mobile devices, and phones. Reliable transportation is required to travel to community locations throughout the Twin Cities.

About BBBSTC

Big Brothers Big Sisters Twin Cities has been creating and supporting youth mentoring relationships for over 100 years. Since our inception, we have partnered with more than half a million Twin Cities youth by:

• Meeting with a committed caring adult mentor 2-4 x a month
• Accessing resources for Bigs, Littles, and families to keep matches going strong
• Connecting with qualified professionals dedicated to youth development
• Receiving guided support throughout their developmental years to achieve their full potential
  
  

Benefits

We care deeply about our employees and know holistic support is essential for our staff to carry out the BBBS mission. Our generous employment package includes BBBS-sponsored health & dental insurance, employer-paid long-term disability insurance, and life insurance, Health Savings Account (HSA) or Flexible Spending Account (FSA), paid time off accrual & 13 Paid Holidays, and 403(b) retirement plans with employer match.

We recognize the need for flexible scheduling and remote work. Employees are able to work with their supervisors to identify a schedule that works best for both them and the agency.

Workplace Culture

BBBSTC is a mission-centered, inclusive workplace that strives to create a space where our 60 employee's unique talents, learning styles and lived experiences are valued. We pride ourselves on our flexible scheduling and hybrid workspace. Creating an engaging work environment is an essential part of our culture. We uphold this commitment through staff surveys, stay interviews, professional development, and quarterly trainings. In addition, we hold monthly all staff meetings and gatherings, and provide the opportunity to join affinity groups (BIPOC, LGBTQIA , Mental Health), and agency committees (VIA, Engagement & Connection, and Building & Safety).

Our Hiring Process

Our People & Culture team is committed to a person-first centered approach to our hiring process. We believe in a respectful experience for all parties involved and are committed to taking a JEDI approach. Candidates can apply online at bigstwincities.org/careers. Include a cover letter and resume. For all positions, our hiring process includes a Zoom screen and in-person panel interviews, reference and background checks for final candidates. All staff are required to be fingerprinted through the Bureau of Criminal Apprehension (BCA) within the first week of employment.

Persons of color, women, members of the LGBTQ community, veterans, and individuals with disabilities are strongly encouraged to apply. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to the Human Resources team at careers@bigstwincities.org. At this time, we are unable to provide company sponsored visas and are only considering candidates who are eligible to work in the United States.

The above statements are not intended to encompass all functions and qualifications of the position. Rather, they are intended to provide a general framework of the requirements of the position. Employees may be required to perform other functions not specifically addressed in this job description.

Requirements

Requirements

While we have identified specific requirements for this role, we acknowledge that not all candidates may possess every requirement listed. We encourage all applicants who believe they possess the necessary skills and experience to apply, regardless of whether they meet each requirement to the fullest extent.

Education & Experience

• Bachelor’s degree, or High school diploma or GED with at least four years of experience in special event coordination, with preference for events and activities involving youth programming
• At least 3 years of experience in special event planning
• Must possess a valid driver’s license and have a reliable means of transportation for the performance of work responsibilities.
  
  

Preferred Experience

• Experience with managing apps, social media, and non-traditional communication with stakeholders preferred.
• Previous experience working with high profile stakeholders, including donors, volunteers, board and committee members, and community leaders strongly preferred.
• Experience working in youth programming
• Previous experience in Eventbrite, Canva, and Salesforce preferred.
  
  

Knowledge, Skills And Abilities

• Demonstrated ability to plan, prepare and carry out high quality events, sometimes under tight timeframes and quick turn-arounds that advance the agency’s focus on high quality youth programming.
• Collaborative work style with strong interpersonal skills; ability to work both in a team and independently, to exercise good judgment, make sound decisions and problem solve.
• Excellent verbal and written skills, with the ability to communicate professionally and effectively with internal and external audiences.
• Ability to manage multiple projects across teams and priorities with a strong commitment to quality and results.
• Experience with handling confidential and sensitive information.
• Ability to work a flexible schedule and be on-site at BBBS’ and partner facilities, including regular evenings and weekends, sometimes with short notice.
• Experience working successfully with diverse populations and uphold the agency’s commitment to justice, diversity, equity and inclusion in all our programming and activities.