Events Coordinator

Job Description

Position Summary:

The Event Coordinator is responsible for assisting in the organization, execution, and oversight of a full portfolio of events, including trainings, conferences, retreats, and gatherings that serve teens and youth ministry leaders and parishes around the world. They will work closely with the Associate Director of Events and Operations to ensure smooth operations for all events while maintaining a high level of communication with stakeholders, including speakers, musicians, and participants. They need to be passionate for detail-oriented planning, logistics management, and hospitality, as well as a strong dedication to creating impactful experiences for youth ministry leaders and attendees.

Essential Ministry Functions / Responsibilities:

• Event Leadership: Under the direction and guidance from the Associate Director of Events & Operations, lead the planning and on-site execution of Life Teen trainings, conferences and events annually.
• Marketing and Promotion: Collaborate with the marketing and design team to grow attendees for all Life Teen events.
• Travel and Logistics Coordination: Book and manage travel and ground transportation for event speakers, musicians, clergy, and staff. Coordinate all hospitality needs for speakers, musicians, and other special guests to ensure a seamless and welcoming experience.
• Event Logistics: Oversee key event details including catering, local volunteers, liturgical logistics, and event supplies. Order and ship participant gifts and hospitality items for each event.
• Communication and Content Development: Assist with the development of event content, including schedules, presenter communications, and program materials.
• Post-Event Feedback and Improvement: Manage post-event surveys and synthesize feedback to ensure continuous improvement in event quality and attendee experience. Market future events through feedback analysis and strategic communication.
• Administrative and Registration Responsibilities: Collect and file paperwork from venues, subcontractors, and speakers. Assist with administrative tasks including requesting stipend checks, coding receipts, and submitting invoices in a timely manner. Maintain and manage events related communication including but not limited to a shared inbox, ensuring timely and accurate responses within one business day. Develop working knowledge of Cvent and Salesforce to support team processes. Deliver a high level of customer service and hospitality, ensuring all interactions reflect professionalism and care.
• Representation and Communication: Represent the Life Teen Events Team professionally and hospitably through email and phone communication. Participate in weekly staff Holy Hours, office Masses, and staff retreats.
• Complete other tasks and projects as needed.

Success Factors:

• Proficiency in Microsoft Office Suite, particularly excel.
• Proficiency in or ability to quickly learn administrative platforms.
• Excellent communication and interpersonal skills, ensuring clear coordination and collaboration with various staff, guests, and attendees.
• Organized and detail-oriented with a heart for taking care of others.
• Self-motivated with ability to take initiative, problem solve and multitask.
• Well developed sense of workflow, time management and prioritization of projects.

About the Employer

As a Eucharist-centered movement within the Roman Catholic Church, Life Teen leads teenagers and their families into a deeper relationship with Jesus Christ and His Church. With the Blessed Virgin Mary as our intercessor and guide, Life Teen seeks to unleash the fullness of the Sacramental power present within the young Church.