Event Coordinator

Full job description

About Quad City Arts

Quad City Arts is a nonprofit organization dedicated to enriching the cultural life of the Quad Cities region through visual arts, performing arts, and arts education. As a small, collaborative team, we value professionalism, initiative, and strong community relationships.

Position Summary
Quad City Arts is seeking a highly organized and collaborative Event Coordinator to lead the planning and execution of the organization’s Festival of Trees, its largest annual fundraiser and signature community event, while also supporting the coordination of additional festivals and events throughout the year.

This full-time position works closely with other staff to help implement key Quad City Arts initiatives, including Festival of Trees (late November), Riverssance Festival of Fine Art (third full weekend of September), Chalk Art Fest (June 11-13, 2027), and other public-facing programs and special projects.

The ideal candidate is a dependable self-starter who is comfortable managing logistics, supporting multiple projects at once, working with volunteers and community partners, and helping keep planning, communication, and execution on track in a collaborative nonprofit environment.

This position includes occasional evening and weekend work tied to events and festivals throughout the year.

Responsibilities

Event Coordination

• Support the planning and execution of Quad City Arts events and festivals throughout the year.
• Work collaboratively with the Executive Director and other staff to assist with timelines, logistics, communication, and implementation of assigned projects.
• Coordinate event details such as registration, hospitality, materials preparation, vendor communication, supplies, and day-of support.
• Maintain calendars, planning documents, timelines, and administrative systems related to events and programs.

Festival & Seasonal Event Support

• Lead the planning and execution of the annual Festival of Trees on behalf of Quad City Arts, including year-round coordination with committees, meeting preparation, and event logistics.
• Provide administrative and logistical support for additional major Quad City Arts events and festivals, including Riverssance Festival of Fine Art, Chalk Art Fest, and other assigned initiatives.
• Support sponsorship fulfillment, volunteer coordination, ticketing, event preparation, and post-event follow-up as needed.
• Help track event-related deadlines, budgets, records, and planning materials in coordination with appropriate staff.

Volunteer & Stakeholder Coordination

• Serve as a staff liaison supporting volunteer coordination across Festival of Trees and other Quad City Arts events, working in partnership with committees and staff to help ensure a consistent and positive volunteer experience.
• Assist with volunteer communication, scheduling, and general coordination for events and programs as assigned.
• Support efforts to strengthen volunteer engagement, retention, and continuity across events throughout the year.
• Act as a professional point of contact for vendors, sponsors, artists, committee members, and community partners related to assigned work.
• Support meeting preparation, communication, and follow-up for committees or planning groups as assigned.

Qualifications

Preferred Education and Experience

• Bachelor’s degree in event planning, business administration, arts administration, nonprofit management, communications, or a related field preferred.
• Minimum of 2–4 years of professional experience in administration, event coordination, project coordination, or a related field preferred.
• Experience in a nonprofit, arts, community-based, or public-facing organization is a plus.
• Experience working with volunteers, committees, or community events is strongly preferred.

Knowledge, Skills & Abilities

• Strong organizational, time management, and project coordination skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple deadlines and shifting priorities with attention to detail.
• Ability to work independently, solve problems, and follow projects through to completion.
• Ability to work effectively with staff, volunteers, community members, and organizational partners.
• Proficiency in Microsoft Office and general office technology required.

Working Conditions

This position primarily works in a standard office environment, with occasional travel and event-related work required. Evening and weekend hours will be necessary at times, particularly during event planning and execution. Extended hours should be expected during peak event periods, especially during Festival of Trees.

The position may require standing for extended periods during events, climbing stairs, bending, stooping, and lifting materials weighing up to 40 pounds.

Pay: $52,000.00 - $57,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $52,000 - $57,000