Executive Services & Events Coordinator

Executive Services & Events Coordinator

The Executive Services & Events Coordinator performs a variety of event coordination, volunteer management, operational support, and administrative duties in support of the town-wide programs, community events, and Executive Services operations. This position serves as a key coordination resource for multiple Town departments by assisting with event logistics, volunteer coordination, inventory management, meeting support, purchasing coordination, and operational follow-through to help ensure the successful delivery of Town events and initiatives.

This position supports the Executive Services Manager with administrative and operational needs while also serving as the Town's primary coordinator for volunteer-supported events and programs. The role requires exceptional organization, customer service, communication, and relationship-building skills, along with the ability to manage multiple priorities, maintain professionalism in fast-paced environments, and adapt to changing operational and event environments needs.

While event leads maintain responsibility for overall event execution and programming, this position provides critical coordination, logistical, and operational support throughout the planning and implementation process.

Essential Duties and Responsibilities:

Essential functions are not intended to be an exhaustive list of all responsibilities, duties, and skills. They intend to provide an accurate summary of the position and the work required to perform the role successfully. Employees are responsible for all other duties as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Event Coordination & Operational Support

• Assists departments with coordination and logistical support for Town events, programs, meetings, and community activities.
• Participates in event planning meetings and assists with tracking assignments, timelines, action items, and follow-up communication.
• Coordinates event-related logistics, including catering, food and beverage orders, rentals, vendor communication, staffing support, setup, and cleanup activities.
• Assists with event purchasing and budget tracking and provides expenditure updates to management as assigned.
• Maintains and organizes event inventory, including tables, chairs, linens, décor, signage, supplies, and related equipment.
• Coordinates inventory check-in/check-out procedures and assists with transport and organization of event materials and supplies.
• Assists with dry-cleaning drop-off and pickup, event supply transport, and other operational support activities related to Town events.
• Collaborates with multiple Town departments to coordinate event logistics, operational needs, scheduling, and communication efforts.
• Coordinates with the Communications team and other departments to support event readiness and operational alignment.
• Provides onsite support for designated evening and weekend events as assigned.
• Assists with special projects and operational initiatives as needed.

Volunteer Coordination

• Serves as the primary coordinator for volunteer-supported Town events and programs.
• Assists with volunteer recruitment, scheduling, communication, and coordination activities.
• Maintains volunteer records, contact information, schedules, and related documentation.
• Coordinates volunteer assignments and operational needs for designated Town events and activities.
• Assists with volunteer onboarding, recognition, appreciation, and retention efforts.
• Serves as a point of contact for volunteers and volunteer-related inquiries.

Administrative Support

• Provides administrative and operational support to the Executive Services Manager.
• Coordinates administrative purchases, including office supplies, breakroom supplies, uniforms, and other operational materials.
• Assists with online orders and purchasing coordination through approved vendors and platforms.
• Assists with travel arrangements, scheduling support, meeting coordination, and reservation assistance as assigned.
• Reads, routes, and responds to routine correspondence, emails, and inquiries.
• Assists with preparation of agendas, meeting…