Events Coordinator; Part-Time

Description

Creating mission-centered experiences through thoughtful planning, hospitality, and service

Reports to

Advancement Director

Status

Part-time; .5 FTE

Schedule

Approx. 20 hours/week; year-round

Classification

Non-exempt; not benefit eligible

Availability

Regularly scheduled onsite position with some required evenings and weekends

Start date

September 2026

At Legacy Christian Academy, events are more than dates on a calendar. They are meaningful opportunities to welcome families, strengthen relationships, express gratitude, celebrate God’s faithfulness, and invite others more deeply into Legacy’s mission.

The Part-Time Events Coordinator helps create experiences in which people feel known, valued, and connected. Through thoughtful planning, Christ-centered hospitality, and excellent execution, this position leads the logistics for Legacy’s all-community, donor, and advancement events—from initial planning through post-event follow-up.

The Events Coordinator works closely with the Advancement Director, Annual Giving and Advancement Operations Manager, Marketing and Communications team, graphic designer, school leaders, vendors, and volunteers to transform event goals into organized, memorable experiences that reflect the heart of Legacy.

• Translate each event’s approved purpose, audience, desired outcomes, and budget into a clear plan, timeline, and assignment of responsibilities.
• Coordinate event logistics, including venues, room layouts, catering, rentals, décor, technology, parking, security, custodial support, accessibility, transportation, and contingency plans, as applicable.
• Lead event setup, on-site execution, teardown, and restoration of spaces; serve as the primary logistics lead for assigned events.
• Maintain event calendars, checklists, vendor information, templates, inventories, and post-event notes so effective systems can be repeated and improved.
• Manage approved event budgets, track expenses, obtain required approvals, reconcile invoices, and steward Legacy’s resources responsibly.

• Create a welcoming and organized guest experience that helps attendees feel known, valued, and connected to Legacy’s mission.
• Coordinate registration, check-in, name tags, seating, way finding, hospitality, special accommodations, and guest-facing materials.
• Recruit, schedule, prepare, and support volunteers by providing clear assignments, expectations, and day-of instructions.
• Coordinate appropriate recognition, gifts, signage, sponsor benefits, and donor or hospitality in partnership with the Advancement team.

• Partner with the Advancement Director, who establishes event purpose, audience, desired outcomes, key relationships, fundraising direction, and final priorities.
• Collaborate with the Annual Giving and Advancement Operations Manager on invitations, registration data, donor lists, sponsorship fulfillment, attendance tracking, fundraising systems, gift follow-up, and post-event stewardship.
• Work with Marketing and Communications on event promotion, communication plans, storytelling, photography and video needs, and brand consistency. Marketing and Communications retains ownership of public messaging, brand direction, and promotional strategy.
• Submit timely and complete creative requests to the graphic designer and coordinate the production of invitations, programs, signage, presentation slides, name tags, and other event materials.
• Coordinate with school departments, facilities, technology, food service, security, and administrative leaders to clarify responsibilities and prevent scheduling or resource conflicts.
• Prepare clear operational…