Do you have a love for planning events? Become a Volunteer Event Coordinator.

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Women Living Well Ministries (WLWM) is dedicated to fulfilling the ministries' mission. We are seeking an Event Specialist Coordinator who is an experienced, take-charge professional to be responsible for managing administration and logistics in hosting special events and/or retreats in a Christian environment.

Serving as a volunteer Event Specialist Coordinator is an extraordinary opportunity for an individual who is has a love for special event management and who is passionate about fostering relationships with community partners & clients, to assist with the development of further growing this organization and strengthening women growing in their faith, as well as, equipping and empowering women ministry leaders to fulfilling their call to building disciples of Jesus Christ.

The Event Coordinator position is one that is flexible and could be managed by one who has an already full-time position where the work is completed after hours of a daily work schedule; including flexibility around scheduled vacations. There is also opportunity for working from home, but candidate will need to have their own computer. The position is needed to assist, along with the support of the President and volunteers, in the coordination of 10+ events a year. The candidate will volunteer 8 - 17+ hours a week (maybe more should a weekend retreat be scheduled) for one year (or longer if desired) and they must be willing to work occasional evenings and weekends.

Event Planning & Production:

• Work alongside President with maintaining correspondence with possible vender(s) and event/lodging facilities, etc. At times, may assist with book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor (florals, linens, color schemes, etc.) to meet the quality expectations of themes Women Living Well Ministries, Inc. may plan and host particular ministry events.
• Aggressively gather information on each project to achieve quality event productions.
• Conduct research, make site visits, and find resources to help staff make decisions about event possibilities.
• Create and revised room layouts for each event.
• Propose new ideas to improve the event planning and implementation process.
• Serve as liaison with volunteers and vendors on event-related matters.
• Assist with managing on-site production (set-up) and clean up (break down) for events as necessary.
• Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
• Close out all events as required.

Event Administration:

• Assist with preparing budgets and provide periodic progress reports to President and other staff volunteers for each event project.
• Keep track of event finances including check requests, invoicing, and reporting.
• Coordinate appointments and visits to see our space, and scheduling of events on the calendar.
• Assist the President with preparing and modifying event contracts as requested.
• Assist the President with scheduling speakers, vendors, and participants. Will work closely with President, staff, and volunteers hosting events.
• Assist with the development and oversee fundraising events.
• Assist with securing sponsorships.
• Assist with hiring staff to manage event, i.e., security personnel when appropriate.
• Assist with keeping inventory of backdrops, projectors, sound system, computers, and other equipment and display materials.

Candidate will need to possess the following skills: excellent interpersonal and communication skills - both oral and written; be well organized and very detailed oriented; have the ability to anticipate project needs, discern work priorities, manage multiple project and work assignments & meet deadlines with little supervision. As well as, work as a team player/leader, enjoy serving alongside volunteers, have compassion towards others, possess a high degree of integrity, show proficiency in using Microsoft Office software and have a strong biblical foundation and knowledge of the Bible.

Encouraged preferences: Be an enthusiastic professional who enjoys being creative, is calm under pressure and has knowledge for performing internet based research. The ideal candidate is encouraged to have 2+ years of office administrative management experience and at least 1-3 years of coordinating special events. Experience with or ability to learn Pro Presenter highly desirable. Bachelor’s Degree preferred.

Thank you for prayerfully considering applying as a volunteer with Women Living Well Ministries!