Job Title: Events Coordinator

Reports to: Events Manager

Position Status: Full Time; Non-Exempt (Salaried)

Date available: January 2025

About Austin Parks Foundation

Austin Parks Foundation (APF) is dedicated to partnering with our community to enhance people’s lives by making our public parks, trails and green spaces better through volunteerism, innovative programming, advocacy and financial support. A non-profit established in 1992, APF fills the city’s funding and resource gap needed to develop, maintain and enhance the area’s nearly 300 parks, trails and green spaces. 

About the Position

Reporting to the Events Manager, Austin Parks Foundation (APF) is seeking a highly organized and detail-oriented events professional to provide planning and execution of APF’s events. These are events that will increase community awareness and brand visibility as well as increase fundraising, volunteerism and activate our unique value of people + parks. Your creativity, organizational skills and vision will contribute to our organization’s growth by creating events that engage the community in our mission while effectively communicating our brand personality.

The Events Coordinator will assist and help execute APF’s signature fundraiser, Party for the Parks, “In the Parks” series events (ITPS), Third-Party/Giveback Events and other APF Programs. This position will work closely with the Events Manager to create and organize APF park ribbon cuttings, and support annual events such as the Parks Summit, special Zilker Eagle events, and other needs depending on the year/additional projects.

The position will require excellent organizational and execution skills and impeccable attention to detail. The ideal candidate will thrive in a busy, fast-paced environment, and will be comfortable taking on new responsibilities as they are assigned. Flexibility, excellent interpersonal skills and the ability to work well with all levels of staff and the community are also required.

Essential Functions:

• Party for the Parks
  • Partner with the Events Manager on strategy and tactics for Party for the Parks, including but not limited to: sponsorship solicitation research, onsite fundraising opportunities and overseeing volunteer management on the day-of. 
  • Cultivate and strengthen the organization and solicitation of in-kind donations for on-site fundraising opportunities.
  • Assist with the preparation for all hands on deck staff training and two virtual volunteer trainings for day of volunteers.
  • Serve as the on-site contact for volunteers day-of.
  • Follow up and steward all auction and on-site fundraising in-kind donors and event participants.
• In the Parks Series
  • Assist with planning activities, scheduling vendors, creating site maps and staffing ITPS events.
  • Serve as on-site day-of coordination and execution of APF’s brand presence, vendors, sponsors, volunteers and staff.
  • Work closely with Events Manager to brainstorm, coordinate and execute pre-movie events and special extras for select ribbon cuttings and community events.
  • Collaborate on neighborhood outreach in partnership with the Community Engagement Manager on the APF Programs Team.
  • Work with Content Manager on ITPS events communication plan and social/media needs.
  • Provide attendee numbers and other demographic information for each ITPS event for end of year reporting.
  • Follow up and steward all ITPS partners and day-of donors as needed. 
  • Provide feedback and work to continuously improve events.
• Other Special Events
  • Assist with tracking deadlines for all events in Asana.
  • Coordinate deliveries, on-site placements and follow ups with in-kind donors in partnership with the Events Manager.
  • Serve as event support for APF’s fundraising events including Groundbreakers events and donor/sponsor stewardship events.
  • Identify new opportunities for APF to sponsor/assist in community events.
  • Serve as APF’s on-site logistics point of contact for APF sponsored events (examples: Juneteenth, Pride Fest, Dia de los Muertos).
  • Assist with giveaway tracking in partnership with Events Manager and Program Specialist.
• Third Party Events
  • Serve as APF’s on-site logistics point of contact for third party fundraising events and corporate cause marketing events (past examples include: Austin Marathon Gives, Kendra Scott Giveback Event, Love Cycle Charity Ride) and events where APF is the beneficiary, in partnership with the Events Manager.
  • Serve as point-of-contact for APF staff and volunteers to various positions during third party events.
  • Gather and distribute supplies for day-of execution such as iPads, Dip Jars, marketing materials, staff assignments and directions, etc.
  • Follow up and steward third party event partner as needed
• Other
  • Attend and assist with other APF programs and events as needed.
  • Other job duties as needed or assigned.

Requirements/Qualifications:

• 4 years of event planning and execution experience. Up to two years may be substituted with a bachelor's degree from an accredited college or university.
• Self-motivated, extraordinary attention to detail, and internal motivation to produce high-quality work.
• Highly organized and capable of effectively managing multiple priorities while thriving in a fast-paced environment.
• Good judgment skills.
• Excellent interpersonal and customer service skills as well as solid verbal and written communication.
• Proficiency with Google Drive, Microsoft Office, and general office software and equipment.
• Experience with donor management databases, event giving platforms, and project management software, such as Asana,  preferred but not required.
• Bilingual and experience working in nonprofits is preferred but not required.
• High school diploma or equivalent

Physical demand and work environment:

• Physical demands are minimal and typical of similar jobs in comparable organizations - may be required to move event materials weighing up to 40 pounds.
• Work environment is typical of similar jobs in comparable organizations - work is hybrid, with some exceptions for tabling and special events.
• Required to work multiple evenings and weekends.

Benefits

APF offers a comprehensive benefits package, including health insurance, dental, vision, disability, 401K match program, and generous PTO.

Diversity, Equity & Inclusion, and Equal Opportunities Commitment

We value collaboration, innovation, dependability and inclusiveness. We embrace diversity and equal opportunity, and we are committed to building a team that represents a variety of backgrounds, perspectives and skills. All qualified applicants shall receive consideration for employment without regard to race, creed, color, national origin, sex, age, religion, veteran status, or sexual orientation.

Salary Range Transparency

$50,000 - $55,000 USD per year

Salary Range Disclaimer

The base salary range represents the low and high end of the salary range for this position. Actual salaries will vary depending on factors including but not limited to experience, certifications and credentials. The range listed is just one component of APF total compensation package for employees.

How to Apply

Please submit a resume, cover letter, and 3 references (two that were supervisors.) No phone calls, please.