Special Events Coordinator

Bookworm Gardens
Job Description
Special Events Coordinator Job Description
30 hours per week January through December
Summary:  The Special Events Coordinator carries out responsibilities in the administration, organization and implementation of event management. S/he works to support all revenue-generating events, which include but are not limited to: the Secret Garden Dinner Series, annual gala, adults-only special events, family festivals, Happily Haunted Gardens, adult classes and workshops, and the member appreciation event.
Essential Duties and Responsibilities include the following. Other duties as assigned.
  • Plan, organize, implement, and evaluate events. This includes:
    • Coordinate component details as needed from all departments: Administration, Education, and Garden & Facilities
    • Request and adhere to a budget for each event
    • Complete facilities technical requests
    • Update event calendars
    • Complete volunteer needs request
    • Work the day of the events overseeing all aspects of the event
  • Effectively communicate with others
  • High school education is required; a college degree is preferred.
  • Customer service experience and administrative and organizational skills are essential; special events experience is desirable. 
Certificates, Licenses, Registrations
  • The Special Events Coordinator may be asked to obtain a bartending license if not currently licensed.
Other Qualifications                                                
  • Ability to work flexible hours including weekends and evenings (scheduled in advance)
  • Ability to be punctual as well as dependable for each event
  • Highly organized
  • Able to anticipate client, vendor, and staff needs
  • Must be willing to complete a wide variety of tasks, especially where special events are concerned (i.e. cleaning up trash, hauling supplies, installing parking meter covers, placing linens, washing dishes, etc.)
  • Must be prepared to work extensive shifts and numerous days in a row in preparation for or during special events
  • Multitasking is a key element to being successful in this position
  • Must have the ability to remain calm in very high-pressure situations
  • Pre-planning and communication with all departments
  • Able to coordinate all aspects of several events simultaneously
Physical Requirements and Work Environment
  • The position requires the ability to stand, sit, reach, stoop, kneel, and lift and carry weight up to 25lbs. It also requires work in all outdoor weather conditions.
Type of Position:
Contact Information

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