Part-time Special Events Coordinator

POSITION SUMMARY: Part-time 15 hours a week

Hourly Rate: $25.00 - $30.00

The Part-time Special Events Coordinator supports Diocesan events by creating, planning, coordinating, and executing meetings and events that are welcoming and organized with excellence, hospitality, and attention to Catholic protocol and diocesan standards. This is a part-time position with a fluctuating work schedule that averages 15 hours per week and involves occasional evening and weekend hours.

PRINCIPAL DUTIES:

• Create, plan, coordinate, and execute all aspects of assigned diocesan special events
• Develop event timelines, production schedules, and detailed planning documents.
• Coordinate event logistics including venues, registration, seating, catering, audiovisual needs, transportation, parking, and accessibility.
• Conduct site visits and oversee event setup and teardown.
• Manage event budgets and monitor expenditures.
• Coordinate directly with the Diocesan front office regarding schedules and event priorities.
• Prepare briefing materials and event itineraries.
• Ensure Catholic protocol and diocesan standards are observed.
• Coordinate hospitality as necessary for dignitaries and special guests.
• Serve as the primary event contact before, during, and after events.
• Work closely with diocesan departments, parish staff, volunteers, and committees; coordinate with the Office for Divine Worship regarding liturgical celebrations; collaborate with the Office of Communications staff on invitations, programs, media coordination, photography, and publicity.
• Maintain productive relationships with vendors and service providers.
• Maintain event calendars and planning documents.
• Prepare contracts, purchase requests, and invoices.
• Reconcile invoices to event proposals.
• Track RSVPs and registration.
• Anticipate and resolve event-related conflicts in a positive and timely manner.
• Develop event evaluations and recommendations for future improvements.
• Select, purchase, and maintain inventory of event supplies and materials.

RESPONSIBILITIES AND AUTHORITY:

Supervision Received

• Given latitude and exercises discretion. The position reports administratively to the Chief Operations Officer for daily supervision, workflow, and operational matters..

Management

• Chancery Positions supervised: None
• Non-Chancery Positions supervised: Outside vendors and event volunteers

Physical Demands/Working Environment

• While performing the duties of this job, required to have ordinary ambulatory skills sufficient to visit other locations; ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weight of 10 – 50 pounds
• Requires good hand-eye coordination, arm, hand, and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read
• Frequently required to sit, stand for lengthy periods of time, hear, talk and use repetitive motion of the hands/wrists
• Work performed in and out of the office setting
• Able to hold a valid driver’s license and to operate a vehicle
• Required to travel to parishes throughout the diocese on limited occasions
• Evening and/or weekend work is required

QUALIFICATIONS:

Knowledge/Skills:

• Commitment to the mission and teachings of the Catholic Church.
• Excellent planning, organizational, and project management skills.
• Strong interpersonal and communication abilities with customer service and hospitality orientation.
• Ability to manage multiple projects and deadlines simultaneously.
• Exceptional attention to detail.
• Experience with budgeting and vendor management.
• Proficiency in Microsoft Office – Word, Excel, PowerPoint, and Outlook.
• Ability to maintain confidentiality and exercise sound judgment.
• Professionalism, tact, and discretion.
• Flexibility and adaptability.
• Initiative and problem-solving ability.
• Calm and effective decision-making under pressure.
• Ability to work independently with minimal oversight as well as part of a team.
• Knowledge of Catholic liturgy, customs, and ecclesiastical protocol preferred.

Education: High school graduate or equivalent required. College degree in Event Management, Hospitality, Communications, Business Administration, Public Relations, or a related field preferred.

Years and Types of Experience: Three to five years of progressively responsible event planning experience that includes coordinating large-scale events with multiple stakeholders; experience working in a church or nonprofit environment preferred.