Assistant Event Coordinator

Classification: Part-time, non-exempt

Reports To: Event & Marketing Manager

Junior Achievement of Northwestern Ohio (JA) believes students should graduate from high school with a vision of future success and a defined path(s) needed to get there. We empower students to be more deliberate about their future, connecting them with a direct link to life after high school by exposing them to potential career opportunities through engaging mentors from the business community. We believe we are helping to develop the future talent for our community, securing the future of our companies and our economy.

Position Summary: The Event Coordinator will assist in the planning, production, and execution of high-quality internal and external events in collaboration with sponsors, board members, partners, students, and staff. The position is part of a busy team that produces multiple high-profile fundraising and student events each year along with multiple ancillary events throughout the year.

Key Responsibilities/Essential Functions:

  • Prepare materials needed for student events and special events.
  • Assist on-site at fast-paced, high-profile fundraising events, and other events throughout the year.
  • Assist the department with logistics for meetings, and events, including securing location, room set-up, audio/visual needs, food, and beverage, etc.
  • Manage attendee lists for events and create, print, and prepare name tags for events. Send out daily reports leading up to events.
  • Assist in the coordination of Site Visits & Job Shadows and create agendas for executive leadership, staff, and sponsors.
  • Maintain and update the Events Calendar.
  • Prepare agendas and documents, collect materials, and complete background research in preparation for Events Team meetings, speeches, presentations, conferences, and other events.
  • Design digital filing system for easy archival and retrieval purposes; maintain files for regular meetings and events and provide historical information in preparation for regular meetings; manage confidential and routine files.
  • Assist with maintaining inventory of supplies, including equipment and materials in storage areas.
  • Assist with the design and ordering of collateral materials.
  • Organize records of past event collateral for reference.
  • Collect past event information including data and pictures and produce additional event reports as needed/requested.
  • Update event timelines and assist with project management using Microsoft Project.
  • Create contact lists for companies, and community partners during the planning process for various events.
  • Take on a variety of administrative projects and day-to-day tasks including mailings, assembly projects, and filing.
  • Research viable in-kind vendors and maintain an in-kind prospect list for strategic solicitation throughout the year.
  • Help with the solicitations of in-kind donations of food, beverages, etc. by preparing in-kind outreach letters and following up on requests via email and phone calls.
  • Assist with drafting in-kind letters for specific donors.
  • Draft acknowledgment letters to in-kind donors and edit as needed.
  • Assist with physical pick-up of in-kind goods as needed.
  • Assist with tracking acknowledgments and maintaining copies of all acknowledgments.
  • Support the Event Manager with reconciliation of the Events budget as needed.
  • Other duties as assigned.

Additional Responsibilities:

  • Attend JA Board of Directors meetings.
  • Standard administrative and other responsibilities; produce & send mailings, office organization, etc.
  • Maintain flexibility and willingness to take on other duties and responsibilities.


  • Excellent Microsoft Office skills, (Outlook, Word, Excel, PowerPoint), MS Teams High degree of professionalism.
  • Energetic team player with the ability to function independently, as well as in a collaborative environment.
  • Ability to work in a fast-paced, high-pressure environment.
  • Excellent interpersonal skills, organizational skills, problem-solving abilities, and attention to detail.
  • Must be able to multi-task, meet deadlines, and shift priorities.
  • Must be creative, imaginative, and innovative.
  • Must be trustworthy and able to work with confidential data.
  • Ability to take initiative and work independently as well as in support of an engaging team dynamic.
  • Capability to think innovatively and create engaging content.
  • Candidate must have a valid driver’s license and vehicle transportation to meet the position’s responsibilities.
  • Ability to lift 25 pounds and stand for an extended length of time.

Education: Candidates of all degree and academic certification levels are welcome. As research demonstrates that education requirements can be a deterrent for qualified candidates, we have decided not to require candidates to demonstrate a specific degree or level of academic certification. Instead, we encourage all candidates with the professional experiences, values, and skills outlined in this position specification to apply.

This position in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related duties required by their supervisor. This document does not create an employment contract implied or otherwise, other than an “at-will” relationship. Junior Achievement of Northwestern Ohio, Inc. (JA) is an “at-will” employer, and as such employment with JA is not for a fixed term or definite period and may be terminated at the will of either party, with or without reason, and without prior notice.

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