Events Coordinator

           

Volunteer  and  Events  Coordinator   This  position  is  part-­‐time,  approximately  20  hours  per  week     with  significant  evening  and  weekend  hours    

Established  in  1987,  the  Asheville  Downtown  Association  is  committed  to  the  preservation  and   improvement  of  the  central  business  district  through  programming,  civic  support  and  annual   objectives.  As  the  voice  of  downtown  residents,  merchants  and  workers,  the  ADA  advocates  for   policies  and  practices  that  will  best  help  growth  and  preserve  the  quality  of  life  in  downtown.   Annually,  the  group  produces  events  including  Downtown  After  5,  the  Asheville  Holiday  Parade,   Oktoberfest,  the  State  of  Downtown  Luncheon  and  the  Pritchard  Park  Cultural  Arts  Program.       Note:  The  following  summary  is  meant  to  give  the  applicant  an  idea  of  duties  that  will  be   performed  and  not  comprehensive.  Additional  duties  may  be  added  at  the  discretion  of  the   events  committee  or  board  of  directors.     Volunteers   • Recruit  and  retain  volunteers  for  all  ADA  events   • Develop  volunteer  staffing  plans  for  each  event   • Build  and  maintain  volunteer  database   • Ensure  consistent  communication  with  volunteers  and  ADA  staff  to  maximize  exposure   of  potential  opportunities   • Be  onsite  and  serve  as  primary  contact  for  volunteers  at  all  assigned  events   • Coordinate  Volunteer  Orientation  and  Appreciation  events  with  direction  from  the   events  committee   • Establish  and  maintain  reward  system  for  volunteers  to  prevent  turnover   • Attend  events  committee  meetings  as  a  non-­‐voting  member   • Present  reports  to  events  committee  chair  in  preparation  for  meetings   • Work  with  other  independent  contractors  and  ADA  staff  and  board  to  ensure  events  run   smoothly   • Submit  invoices  for  payment  in  timely  manner     Manage  Pritchard  Park  Cultural  Arts  Program  including  Hoop  Jam,  LEAF  Schools  and  Streets   and  Homegrown  in  Pritchard   • Work  with  partners  to  set  up  necessary  equipment  in  Pritchard  Park     • Coordinate  with  sponsors  and  event  partners  to  ensure  a  smooth  running  event   • Ensure  sponsor  fulfillment    

• Ensure  ADA  visibility  including  placement  of  signs  and  banners     Independence  Day  Celebration   • Working  with  events  committee,  act  as  event  director  to  deliver  a  safe,  smooth-­‐running,   entertaining  civic  event  that  reflects  the  diverse  arts  and  culture  of  our  region   • Create  and  maintain  budgets  to  reflect  projected  revenue  and  expenses  ensuring   financial  stability   • Negotiate  and  create  necessary  vendor  agreements,  submitting  contracts  to  ADA   management  for  approval   • Manage  vendors  to  ensure  compliance     Other  events  (Easter  on  the  Green,  Downtown  After  5,  Oktoberfest,  Holiday   Parade/JingleFest,  others  TBD)   • Main  responsibility  at  these  events  will  be  volunteer  coordination   • Be  onsite  at  assigned  events  to  ensure  smooth  operation   • Manage  vendor  coordination  including  applications,  ensuring  proper  documentation   (certificates  of  insurance,  health  department  certificates  and  inspections),  identify  set   up  needs  and  ensure  compliance   • Coordinate  with  city/county  departments  to  schedule  required  inspections  for  special   events   • Attend  events  committee  meetings  as  a  non-­‐voting  member   • Prepare  reports  for  events  committee  chairs  in  advance  of  committee  meetings     Requirements   • Experience  in  volunteer  management  and  event  planning   • College  degree  or  commensurate  experience   • Proficient  in  Microsoft  and  other  technical  applications   • Ability  to  work  independently  and  as  part  of  a  team   • Excellent  verbal  and  written  communication  skills   • Excellent  organizational  and  time  management  skills       Salary:   • Commensurate  with  experience     To  apply,  submit  letter  of  interest  and  resume  to  Meghan  Rogers  at   [email protected]  by  5pm  on  Friday,  February  28.