Events Coordinator

Events Coordinator

Location: Central Office

Reports To: Events and Conferences Lead

Summary of Role

The Events Coordinator plans and executes events across Celebration Church by coordinating the systems, processes, and logistics that support excellent, ministry-aligned event experiences. This role partners with ministries and teams to ensure events are well-organized, clearly communicated, and executed with consistency and excellence.

Position Status & Schedule

• Full-Time 
• Non-Exempt, Hourly
• Monday through Friday; hours vary dependent on events scheduled; may include evenings/weekends.
• Christmas, Easter, Pursuit Weeks (January/August) and Dream Team Appreciation service dates are black-out days for time off. Major conferences may also be considered essential workdays. Other events may be required outside of your regular schedule; you will be informed in advance of any of these requirements. 

Essential Functions & Responsibilities

Leadership

• Lead the planning and execution of events to ensure alignment with ministry vision and leadership direction
• Uphold event standards, systems, and best practices throughout planning and execution
• Collaborate with ministries and teams to prioritize event needs and meet key deadlines
• Help reinforce vision and alignment among staff, Dream Team members, and vendors
• Provide on-site event execution support for assigned Events

Events

• Participate in event planning meetings during ideation and early development stages
• Lead event planning processes, including timelines, agendas, and documentation
• Coordinate with campus teams to align on strategy and ensure consistent execution across locations
• Communicate event details clearly to staff teams for effective implementation
• Evaluate events through post-event feedback, metrics, and observations to improve systems and execution
• Coordinate purchasing and ordering of event-related supplies and inventory
• Oversee event registration processes, including form creation, setup, and response tracking
• Ensure accuracy of space reservations and event setup requests across campuses
• Maintain and update a preferred vendor list for catering, rentals, and event support
• Support training and adoption of event systems (room booking, registration, and related tools)

Communication

• Communicate comprehensive event details with clarity and consistency to all stakeholders
• Create and maintain event documentation, including maps, schedules, tech sheets, and itineraries
• Ensure all event-related information is organized, current, and easily accessible

Dream Team

• Support recruitment, training, and care of the Events and Conference Experience Dream Team
• Coordinate Dream Team assignments, schedules, and coverage for events
• Identify and help resolve gaps in Dream Team coverage as needed
• Communicate serve opportunities and event details clearly to Dream Team members

Financial and Data

• Track event expenses and support budget stewardship in partnership with ministries
• Assist in planning and maintaining event budgets as requested
• Ensure timely and accurate entry of event-related expenses into financial systems

Requirements

• Mature Christian who calls Celebration Church home and supports the Church’s culture, vision, and values
• Unwavering commitment to place Christ first in all you do
• Desire to ensure people are known, loved and celebrated
• Continually seeking growth with Christ and encouraging others to do the same
• Passion for excellence, always looking to improve
• Deep understanding of the value of being part of a family that is unified for a greater cause
• Must have completed all steps of Connection Point within 60 days of hire

Competencies

• Passion for creating and hosting well-executed experiences for excellent attendee and guest exeriences
• Strong project management skills to manage timelines, milestones, and multiple priorities effectively
• Collaborative team player who works well with staff and Dream Team members across departments
• Able to translate ideas into clear, actionable plans with strong attention to detail and follow-through
• Communicate clearly and consistently with internal teams, campuses, vendors, and partners
• Highly organized with the ability to manage documentation, track action items, and maintain workflow visibility through project management tools
• Creative problem solver who can adapt and remain focused in a fast-paced, event-driven environment
• Utilize work management tools to maintain visibility, alignment, workflows and progress across events
• Proven ability to meet deadlines while maintaining excellence within approved budgets and resources
• Prepares clear and detailed planning documents to support seamless event execution and team alignment
• Manage vendor relationships, including research, coordination, and monitoring event deliverables 
• Maintain confidentiality of vendor relationships, attendee information, and internal proprietary processes.
• Willingness and flexibility to work outside of normal business hours as required by event schedules

Education & Experience

• Minimum of 2 years working or serving in a ministry, Dream Team, or non-profit environment
• Prior experience in Events or hospitality settings a plus

Work Environment & Physical Demands

• Must be able to remain in a stationary position 50% of the time.
• Must be able to occasionally move about inside the office and Church facility.
• Must be able to position self to maintain supplies and equipment on lower shelves and in closets.
• Frequently move supplies and equipment weighing up to 30 pounds
• Constantly work in an open office environment
• Ability to work outside in various climates and temperatures 

Other Information

Celebration Church is an equal employment opportunity employer to the extent required by law applicable to religious institutions. This job description is not inclusive and often includes other responsibilities.  Duties, responsibilities and activities may change and/or new ones may be assigned at any time with or without notice.