Events Coordinator - Lone Soldiers Program

Events Coordinator – Job Description

Reports To

Marketing Manager

Position Summary

The Events Coordinator is responsible for overseeing the planning, coordination, execution, and evaluation of organizational events and programs under the direction of the Marketing Manager. This role assists with logistical, operational, and administrative aspects of events while ensuring a positive participant experience and alignment with organizational goals and branding.

The Events Coordinator works closely with the Marketing Manager, internal teams, vendors, volunteers, and partners to support high-quality events that strengthen engagement, community impact, and organizational visibility.

Key Responsibilities

Event Planning & Execution

• Coordinate and support a wide range of events including conferences, seminars, ceremonies, community programs, fundraising events, virtual events, and social gatherings.
• Assist in developing event timelines, run-of-shows, operational checklists, and planning documents.
• Coordinate all logistical aspects including venues, catering, transportation, accommodations, audiovisual needs, security, permits, and registration.
• Support seamless execution of events from planning through post-event follow-up.
• Assist with onsite event operations and troubleshoot issues as they arise.

Administrative & Event Coordination

• Track event expenses, invoices, vendor communications, and purchase requests.
• Assist the Marketing Manager with event budgeting and administrative coordination.
• Coordinate with vendors, venues, and service providers to confirm logistics and deliverables.
• Maintain organized event calendars, schedules, registration lists, and event materials.

Team & Stakeholder Support

• Collaborate with internal departments including marketing, operations, program staff, and leadership.
• Serve as a point of contact for vendors, speakers, venues, and event participants as assigned.
• Maintain strong relationships with external partners and service providers.

Marketing & Participant Experience

• Work with marketing teams to support event promotion and communications.
• Assist with registration processes, attendee engagement, and participant communications.
• Ensure a positive and professional experience for all attendees, guests, and stakeholders.
• Collect participant feedback and provide recommendations for future improvements.

Administrative & Reporting Responsibilities

• Maintain organized event records, contracts, schedules, and vendor information.
• Prepare post-event reports including attendance, budget reconciliation, outcomes, and recommendations.
• Analyze event performance and identify opportunities for growth and efficiency.
• Ensure compliance with organizational policies, safety regulations, and event standards.

Qualifications

Required Qualifications

• Fluent in Hebrew - other languages a plus
• Bachelor’s degree or equivalent experience in Event Management, Communications, Marketing, Hospitality, or a related field preferred.
• 1–3 years of experience in event coordination, administrative support, marketing support, or related roles.
• Strong ability to manage multiple tasks and priorities simultaneously.
• Strong organizational and project management skills.
• Excellent interpersonal and communication skills.
• Ability to work flexible hours including evenings and weekends as needed.
• Army experience - Lone Soldier background preferred
• Experience coordinating logistics, vendors, or event operations preferred.
• Strong problem-solving abilities and attention to detail.
• Proficiency in Microsoft Office, Google Workspace, and event management platforms.

Preferred Qualifications

• Experience working in nonprofit, community engagement, educational, or mission-driven organizations.
• Familiarity with CRM systems and registration platforms.

Key Competencies

• Exceptional organizational skills
• Initiative and willingness to learn
• Ability to perform under pressure
• Creative thinking and adaptability
• High level of professionalism
• Strong relationship management
• Attention to detail
• Time management and prioritization
• Team collaboration