Event Management Coordinator

Description

Are you a master of logistics with a flair for festivals? We are looking for a full-time Events Management Coordinator to partner directly with the owner to elevate our seasonal and signature events. From scouting the perfect vendors to orchestrating large group outings and capturing the magic of the Winter Season Festival, you will be the heartbeat of our event operations.

If you thrive in a fast-paced environment, love bringing creative ideas to life, and shine when plans turn into unforgettable experiences, this is your stage.

• Festival & Event Coordination
• Creative Programming
  :
  Support the Owner in evolving the guest journey for our established festivals to ensure they remain creative and successful, while contributing new research for future events.
  • Spring – Tulip Festival, Baby Animal Days & Strawberry Fest
  • Fall – Fall Festival (busy time with several events and group outings)
  • Winter – Winter Wonderland (assist with events such as PJ’s with Santa, our U build Bear area, log cabin with Mrs. Claus; these events all take set up and take down)
• Entertainment & Vendors
  :
  Source, book, and manage high-quality entertainment and vendors that align with our brand and guest experience.
• On-Site Execution
  :
  Create daily event schedules and oversee the on-site set up, operations, and teardown of all entertainment and vendor areas.
• Logistics
  :
  Manage vendor payments, oversee event-related inventory, and maintain cleanliness and organization of costumes, mascots and event materials.
• Group & Corporate Outings
• Sales & Outreach
  :
  Serve as the primary point of contact for group and guest inquiries, actively promoting and expanding our group bookings.
• Cross-Departmental Synergy
  :
  Work closely with all departments to ensure operational needs are met and event details are clearly communicated to staff.
• Leadership
  :
  Supervise student interns and other staff members assigned to group outings to ensure a seamless, high-quality guest experience. Include team leadership, staff management, delegation, and oversight during peak event and festival operations.
• Demonstrate High Customer Service
  :
  Lead event staff to exceed service standards, resolve concerns efficiently, and create positive customer experiences that build loyalty and trust.
• Hospitality & Public Relations
• Guest Experience
  :
  Ensure guests feel prioritized, with personalized follow-ups and “Thank You” emails after outings.
• On-site Presence
  :
  Maintain a visible, attentive presence for group guests.
• Staff Updates
  :
  Create weekly staff updates of events during the season to publish in a staff message.
• The Fall Harvest Party
• End-to-End Planning
  :
  Lead all aspects of our annual staff appreciation event, including venue selection, budgeting, and menu planning.
• Programming and Recognition
  :
  Design engaging activities and games, build the event itinerary, and coordinate staff recognition moments with leadership.
• Atmosphere
  :
  Manage room layouts, décor, and table settings to create a festive and welcoming environment.

• Pro Mindset:
  Exceptional organizational skills and the ability to juggle multiple moving parts without dropping the ball.
• Communication:
  Natural ability to lead a team and communicate clearly with vendors, guests, and internal departments.
• Adaptability:
  Comfortable working in the thick of it, whether you're managing a budget or overseeing a festival setup in the field.
• Leadership Presence:
  Calm, decisive, and solutions-oriented when things get busy.

• Full-time, year-round position with workload intensity that fluctuates by season.
• Peak seasons require high level of availability, including evenings, weekends, and holidays.
• During Spring, Fall and Holiday seasons, schedules may extend beyond standard business hours to support planning, execution, and teardown.
• Off-peak months offer a more predictable schedule, focused on planning, vendor coordination, and preparation for upcoming seasons.
• Time off is best planned during non-peak periods and coordinated in advance with leadership.
• Flexibility is essential; this role is hands-on and highly visible during major events.