Events Coordinator

Job Details

Job Location:

Major R. Owens Health and Wellness Community Center - Brooklyn, NY 11225

Position Type:
Full Time

Salary Range: $55,000.00 - $65,000.00 Salary/year

Job Category:
Marketing

About Asphalt Green

Asphalt Green is a nonprofit organization that transforms lives and builds community through sports, fitness, and play for all.

Each year, Asphalt Green serves thousands of New Yorkers through sports, aquatics, fitness, camps, and community programs that promote health, personal growth, and lifelong participation in physical activity. Across three campuses and numerous community partnerships, Asphalt Green is committed to providing high-quality programs that are inclusive, accessible, and rooted in excellence.

Asphalt Green believes that access to movement, sport, and wellness can change lives. Our work helps young people develop confidence, resilience, leadership skills, and healthy habits that extend far beyond the playing field.

Asphalt Green is seeking an Events Coordinator to support the planning and execution of public-facing events, community activations, organizational gatherings, and stakeholder engagement opportunities across our locations. This role is a key operational partner to the Events Manager and helps bring Asphalt Green’s events to life through strong coordination, attention to detail, and excellent onsite execution.

The Events Coordinator works closely with teams across Marketing, External Engagement, Programs, Operations, Customer Experience, and Development to help ensure events are organized, welcoming, safe, and aligned with Asphalt Green’s mission and brand standards.

Events are an important way Asphalt Green builds community, strengthens relationships, increases visibility, and advances our mission. From signature public events to donor gatherings, community outreach activities, sponsorship activations, and organizational celebrations, each event is an opportunity to create a meaningful experience for participants, partners, families, and stakeholders.

The Events Coordinator helps ensure those experiences run smoothly. By supporting planning, logistics, vendor coordination, registration, onsite execution, and follow-up, this role helps Asphalt Green deliver events that are professional, engaging, inclusive, and reflective of our commitment to community impact.

Assist with the planning and execution of community events, public activations, organizational gatherings, and stakeholder engagement opportunities across Asphalt Green locations.

Help develop and maintain event timelines, project plans, run-of-show documents, staffing plans, checklists, and logistical schedules.

Coordinate event materials, supplies, equipment, signage, setup requirements, room or site layouts, and event-day operational needs.

Maintain event calendars, planning documents, shared trackers, and other tools that support timely and organized event execution.

Coordinate routine communications with vendors, contractors, entertainers, suppliers, community partners, and internal stakeholders.

Assist with collecting quotes, tracking invoices, monitoring event-related expenses, and maintaining documentation for event contracts, certificates of insurance, and other required records.

Ensure vendors and partners receive accurate schedules, arrival instructions, logistical details, and onsite expectations.

Escalate vendor, contract, budget, or service issues to the Events Manager or appropriate internal partner.

Support event registration systems, attendee lists, guest communications, and participant management processes.

Coordinate pre-event information for participants, guests, volunteers, partners, and stakeholders.

Assist with guest check-in, way finding, attendee questions, and event-day service needs.

Help create a welcoming, inclusive, and organized experience for all participants and guests.

Support event setup, execution, and breakdown, including coordination with staff, volunteers, vendors, and operational support teams.

Assist in troubleshooting routine logistical challenges and responding to event-day needs in real time.

Monitor assigned areas to help ensure events are executed safely, efficiently, and in accordance with organizational standards.

Serve as an onsite representative of Asphalt Green during events and activations, modeling professionalism, responsiveness, and a service-oriented approach.

Work with Programs, Operations, Customer Experience, Development, Marketing, and External Engagement teams to support event objectives.

Assist with cultivation events, donor events, community outreach activities, sponsorship or partnership activations, and organizational celebrations as assigned.

Help ensure event execution aligns with Asphalt Green priorities, brand standards, accessibility…