Events Project Coordinator

Tulsa

Schedule: M-F 7:30am - 4pm, 52 weeks/year

Position Overview:

The Events Project Coordinator serves as the primary support to the Director of Development in planning, organizing, and executing all Little Light House events. This role focuses on providing comprehensive administrative and coordination assistance to ensure the successful delivery of four annual signature events and ongoing community activities within established timelines and budgets.

Key Responsibilities

1. Supporting the Director of Development - Strategic Support & Administrative Assistance

• Executive Support: Provide daily administrative assistance to the Director of Development in all event-related matters

• Project Coordination: Assist in managing project timelines, deadlines, and deliverables under the Director's guidance

• Communication Hub: Serve as a point of contact for event-related inquiries, coordinating responses with the Director of Development, vendors, etc.

• Documentation & Reporting: Maintain detailed records and provide regular status updates to support the Director's decision-making

2. Planning & Preparation Assistance

• Research & Analysis: Conduct preliminary research on venues, vendors, and event opportunities to support Director's strategic planning

• Budget Support: Assist in budget preparation, tracking expenses, and maintaining financial documentation for Director's review

• Timeline Management: Help develop and maintain master event calendars and project schedules

• Vendor Coordination: Support vendor selection and management processes under Director's supervision

3. Event Support Responsibilities - Assist the Director of Development with:

• Coordinate registration processes and attendee communications

• Assist with sponsor outreach and recognition coordination

• Support day-of-event logistics and volunteer management

• Help coordinate venue preparation and vendor arrangements

• Assist with guest list management and invitation processes

• Establish and maintain the process we use for gathering auction items

• Support event setup and execution under Director's supervision

• Coordinate volunteer schedules and team communications

• Assist with participant registration and fundraising tracking

• Support event logistics and safety coordination

• Provide flexible support for emerging events as directed

• Assist with event concept development and feasibility analysis

4. Community Events Support - Work closely with Director of Development to:

• Community Luncheons: Orchestrate complete event operations including strategic invitation coordination, parent speaker recruitment and preparation, comprehensive menu planning, facility setup logistics, audio/visual coordination, and post-event follow-up communications to strengthen community relationships.

• Christmas Party: Orchestrate complete event operations including strategic invitation coordination, staff assignment and decor team coordination, comprehensive menu planning with dietary accommodations, budget planning and tracking, facility setup logistics, and audio/visual coordination

• Graduation and Graduation Lunch: Execute established graduation plans by coordinating family invitations and RSVPs, assist with ceremony setup and logistics as directed, support lunch coordination and service, and provide flexible operational assistance for any additional needs that arise during the graduation celebration

• Grandparents Day, New Student Dinner or any other community event: Manage full-scale event operations including targeted invitation strategies, specialized catering coordination for diverse dietary needs, vendor management and setup logistics, facility preparation, welcome packet creation, activity coordination, volunteer recruitment and training, and comprehensive event execution that creates welcoming, meaningful experiences for families and community members

5. Database & Technology Assistance

• CRM Management: Assist with data entry and maintenance in Giveeffect and OneCause.

• Reporting Support: Help compile data for Director's reports and presentations

• Communication Tools: Support email campaigns, social media coordination, and promotional materials

• File Management: Maintain organized digital and physical filing systems for event documentation

6. Stakeholder Support & Communication

• Internal Collaboration: Maintain and strengthen communication and collaboration with other LLH departments

• Volunteer Support: Assist Volunteer Coordinator with event-specific volunteer needs

• Vendor Relations: Help maintain positive relationships with key vendors and partners

• Community Relations: Support Director's community engagement initiative

Qualifications

Education & Experience

• Bachelor’s Degree in a related field

• 3 years relevant experience;

Skills & Competencies

• A servant’s heart ready to join a hard-working, goal-oriented team;

• Experience in successful working relationships with board and staff;

• Strong analytical and critical thinking skills;

• Demonstrates effective time management skills;

• Strong project management skills and proficiency in Microsoft, Canva, and CRM databases;

• Excellent interpersonal and communication skills (written, oral and in presentations);

• Enjoyment of working with people and comfortable when speaking before groups;

• Ability to work independently and as a team member.

Working Conditions:

• Full-time, exempt position

• Occasional evening and weekend hours required for events

• Ability to sit or stand for extended periods

• Ability to push, pull, lift, and carry up to 40lbs