Coordinator, Programs + Administration

Program & Administrative Coordinator
About the Asheville Downtown Association

For nearly 40 years, the Asheville Downtown Association (ADA) has worked to support and strengthen the economic and cultural heart of Western North Carolina. Through advocacy, events, programs, partnerships, and community-building, ADA works to ensure Downtown Asheville is a vibrant place to live, work, visit, and do business.

Our work is supported by more than 450 member organizations, a dedicated Board of Directors, civic leaders, community partners, sponsors, volunteers, and businesses throughout Downtown Asheville.

The Asheville Downtown Association is seeking a highly organized, detail-oriented Program & Administrative Coordinator to provide administrative support across the organization while coordinating the logistics and execution of ADA programs and events.

This is a highly administrative position. The ideal candidate is someone who loves keeping things organized, managing details, following up, creating systems, and making sure nothing falls through the cracks.

The position will support day-to-day organizational administration, Board and committee communications, data and record management, and event planning and logistics. While much of the work happens behind the scenes, this position will also play an important on-site role during ADA's nine annual event days
.

• Provide administrative support to the Executive Director and ADA team.
• Manage Board and committee communications, including meeting notices, calendar invitations, agendas, supporting materials, and follow-up communications.
• Coordinate Board and committee meeting logistics and maintain annual meeting calendars.
• Attend meetings as needed, record meeting minutes, and maintain organized records of Board actions and organizational documents.
• Track action items and deadlines and proactively follow up with staff, Board members, vendors, and partners.
• Serve as a professional point of contact for members, stakeholders, and community partners by email and phone.
• Maintain organizational calendars, files, records, and shared administrative systems.
• Coordinate office supplies, materials, mailings, printing, and other day-to-day office needs.
• Assist with invoices, expense documentation, payment tracking, and other basic bookkeeping and administrative functions.
• Maintain accurate member, stakeholder, vendor, sponsor, and organizational contact information.
• Support organizational technology and data systems and identify opportunities to improve administrative efficiency.
• Assist with special projects and other administrative responsibilities as assigned.

The Program & Administrative Coordinator will manage the administrative and logistical details leading up to ADA events and programs, working closely with staff, vendors, service providers, volunteers, sponsors, and City partners.

Responsibilities include:

• Manage event timelines, checklists, deadlines, and logistical details from planning through event completion.
• Prepare, submit, and track City permits and other required event documentation.
• Create and maintain event site maps, vendor maps, layouts, parking plans, and operational documents.
• Coordinate with vendors, food trucks, artists, marketplace participants, contractors, and other event participants.
• Serve as a primary point of contact for event vendors and service providers leading up to events.
• Coordinate event infrastructure and services, including tents, tables, barricades, portable restrooms, waste services, signage, power, equipment, and other operational needs.
• Collect required vendor documentation, including agreements, insurance certificates, permits, and other materials.
• Develop event-day…