Event + Volunteer Coordinator

Event + Volunteer Coordinator
Full-Time; Exempt Status
Reports to: Vice President

The event + volunteer coordinator serves as a valuable member of the Waterville Creates (WC) team and provides critical support across the organization to coordinate all logistics related to member events, special receptions, and general events. The event + volunteer coordinator oversees all aspects of the volunteer program, including recruitment, training, and recognition of the volunteer corps. The coordinator serves as a primary point of contact for all WC internal and external events.

Essential Duties/Responsibilities

• Manage all aspects of event coordination, including planning, design, set-up, and execution of special events associated with the Maine International Film Festival, Ticonic Gallery exhibition openings, Waterville Opera House theatrical receptions, WC membership events, and other events as needed.
• Responsible for pre- and post-communications, catering arrangements, audio/visual needs; oversee schedule and training of event staff and volunteers.
• Develop innovative, creative events that reflect the artistic diversity of programs of Waterville Creates, Waterville Opera House, Maine Film Center, and Ticonic Gallery + Studios.
• Ensure clear communication with appropriate WC staff, vendors, and volunteers while adhering to WC event policy + protocols.
• Ensure that related volunteer and vendor paperwork is completed in a timely fashion.
• Work with administrative coordinator to ensure payments, deposits, and invoices are processed according to contract deadlines.
• Responsible for monitoring event expenses to keep within budget parameters.
• Serve as primary point of contact for events and related questions, rental inquiries, addressing issues as they arise in a tactful and professional manner.
• Manage volunteer database and communication, recruit and train new volunteers, and ensure that all events have adequate volunteer support.
• Develop and manage volunteer reward and recognition program.

Knowledge/Skills/Experience Requirements

• 3 years of event management experience, public program oversight, and/or coordination of large public functions
• Current working knowledge of State of Maine and CDC federal guidelines and recommendations for COVID 19 indoor and large gatherings.
• Self-motivated, enthusiastic demeanor with ability to work well with diverse audiences.
• Excellent communication and organizational skills; detail- and deadline-oriented.
• Proof of COVID 19 Vaccination.
• Ability to manage multiple assignments simultaneously, exceptional customer service, and excellent creative problem-solving skills.
• Valid Maine Driver’s License.
• Ability to work nights and weekends is essential.

Physical Demands/Conditions/Requirements

Work is performed in a general office environment. Light lifting (up to 50 pounds) required. Full range of physical mobility including walking, sitting, standing, stooping, carrying, reaching and manual dexterity is required.

Waterville Creates (WC) seeks qualified applicants from diverse backgrounds and lived experiences to apply for the opportunity to join our team. WC is committed to building a more equitable work environment that includes a wide array of voices. We believe a diverse workforce strengthens our organization by increasing representation, expanding access, and building a strong creative coalition for the work we undertake. Waterville Creates is proud to be an Equal Opportunity Employer.

To Apply: send cover letter, resume, and three references to [email protected] Please include “event and volunteer coordinator” in the subject line