Event Coordinator, Creative Arts​/Media

Overview

Max's Best Ice Cream X Best Buddies is a unique opportunity to be part of a new and exciting business. We are an upscale, dine-in ice cream shop featuring an inventive menu of artisanal ice cream creations, including traditional scoops, extreme milkshakes, boozy shakes, unforgettable sundaes, reinvented floats and our custom frozen hot chocolate blend.

We partner with Best Buddies International to employ individuals with intellectual and developmental disabilities through the Best Buddies Jobs program, and a portion of proceeds supports Best Buddies' work in the community.

This is your opportunity to join the team leadership and be part of something special at Max's Best Ice Cream. We aim to serve amazing ice cream and do some good—while having fun along the way!

Our Brand Story: At Max's Best Ice Cream, the best is in everything we do. The best ingredients. The best flavors. The best sweet moments. We feature local farm-fresh ice cream from Vanderwende's Creamery. We are more than your typical scoop shop; every detail of our extreme milkshakes, unforgettable sundaes, boozy shakes, reinvented floats and custom frozen hot chocolate blend is crafted with delight.

The best isn’t just what we serve—it’s what we stand for. The best people. The best collaborations. The best experience. Through our partnership with Best Buddies and our dedication to community, we create a place where everyone feels welcome and every moment feels meaningful. Max's is more than an ice cream shop—it’s the best ice cream, served by the best people, and shared in the best way.

TITLE: Event Coordinator

LOCATION: Max's Best Ice Cream, 7770 Woodmont Ave, Bethesda MD, 20814

REPORTS TO: Ownership

• Client Management
  • Manage and respond to all incoming event inquiries in a timely fashion.
  • Meet with prospective clients to understand their vision and develop a tailored event.
  • Set expectations for clients — guiding them toward achievable goals within their budget.
• Proposal & Budget Management
  • Develop and send event and budget proposals to clients based on their needs.
  • Develop and implement clear event order processes and protocols.
  • Manage and send invoices to clients for events.
  • Track invoice payments for all event-related activities.
• Logistics Planning
  • Outline and manage event logistics, including communications and set-up.
  • Develop and oversee the staff process of pre-packed ice cream for off-site events.
  • Ensure event orders are properly fulfilled to satisfaction.
• On-Site Execution and Tear Down
  • Oversee event setup, manage staff, and ensure the schedule is followed.
  • Handle and quickly resolve any unforeseen issues or challenges.
  • Liaison for event contacts and administrative requirements—permits, licensing, etc.
  • Manage event tear down and conduct post-event review.
• Collaboration
  • Work closely with ownership—providing regular updates on event progress and client management.
  • Collaborate with the team to support the execution of events.

• Organizational Skills
  :
  Ability to manage multiple events and tasks simultaneously.
• Communication
  :
  Excellent verbal and written skills for interacting with clients and team.
• Customer Service
  :
  Strong ability to understand and fulfill client needs and ensure guest satisfaction.
• Attention to Detail
  :
  Meticulous in tracking details, managing schedules and ensuring all client requests are met.
• Problem-Solving
  :
  Adaptability to handle unexpected issues and find solutions during events.
• Budgeting & Financial Management
  :
  Proficiency in creating and sticking to budgets and managing financial aspects of events.

• Part-Time Position — Between 20-25 Hours / Week
• Hybrid Position — Regular In-Store Attendance, On-Site Event Management & Remote Work (As Needed)
• Move Into Full-Time Position — Based on New Business
• Bonus & Incentive Structure Based on Performance and New Business