Event Coordinator

Girls on the Run Vermont

Title of Position: Event Coordinator

Reports to: Executive Director

Status: Full Time, 30-35 hours/week (varies based on seasonal timeline)

Salary: $25.00-$27.00/per hour

Location – 188 Allen Brook Lane, Williston, VT

Organization Description

Girls on the Run Vermont (GOTRVT) is a non-profit (501c3), community-based organization. GOTRVT’s mission is to inspire girls to be joyful, healthy and confident; using a fun, experience-based curriculum that creatively integrates running. Our statewide volunteer coaches mentor approximately 1,700-2,000 young girls (grades 3 through 8) in a 10 week after-school program that combines training for a 5K run/walk event with self-esteem enhancing, uplifting lessons. GOTRVT sessions integrate specific life-skills training such as healthy decision-making, positive self-talk, contributing to the community, leadership, teamwork and recognizing inherent limitless potential to make a difference in our world, starting with a positive image of self.

Girls on the Run Vermont is currently seeking an Event Coordinator to join our team. This position reports to and works closely with the Executive Director and will make key contributions to the council’s strategic growth as it relates to the success of our celebratory 5K and other events throughout the year.

5K and Event Management

• Responsible for planning, managing and overseeing all aspects of the GOTRVT 5Ks (two statewide spring events: Essex & Manchester) for over 4,000 attendees
• Oversee execution and all event logistics for 5Ks, annual fundraiser (Sneaker Soiree), Board & Staff retreat, Coach training events and other GOTR events
• Build & maintain strong relationships with vendors and volunteers in the coordination and implementation of 5Ks and other events
• Lead for event operations, security/safety, registration, route logistics, wave starts, Emcee, guest speakers, sound communications, venue and course maps, event volunteer recruitment and 5K committee management etc.
• Outline and maintain 5K and event budget with support from Executive Director
• Inventory and order 5K event supplies through in-house and vendor contracts (t-shirts, medals, bibs, banners vendors, barricades, stakes, water delivery, etc.)
• Collaborate with community partners, in-kind sponsors, and vendors, with support from Development Manager for all events
• Manage 5K database of regional volunteers connecting them to specific roles at events in collaboration with Volunteer Coordinator
• Work with GOTRVT Bookkeeper on invoice payment and tracking for events
• Devise gratitude system to effectively and genuinely thank and seek feedback via surveys from volunteers post-event to enhance future event success
• Manage official GOTRVT merchandise available for purchase at events (design, order, inventory) and monitor vendor compliance with brand identity standards.
• Utilize Canva to develop marketing materials and event promotional items, with support of GOTRI template catalog
• Other tasks as outlined by Executive Director

Communication

• Work with GOTRVT staff to ensure effective 5K and event-related communication
• Conduct post event satisfaction surveys
• Update website with event details, pre and post event
• Work with Program staff to meet 5K and event needs for operational and programmatic success at events
• Ensure that staff and volunteers are adequately prepared for events
• Attend staff meetings, facilitate 5K and Sneaker Soiree Committee meetings
• Develop and implement a thorough 5K safety and communications plan
• Assist with overall marketing of the GOTRVT 5Ks, with support from staff
• Represent GOTRVT at site visits and conferences as assigned by Executive Director
• Collaborate with staff and provide overall support as needed

Qualifications:

• Spirited and positive individual with passion for the Girls on the Run mission
• Problem-solver mindset - able to think on feet, demonstrate flexibility and creativity, and ability to troubleshoot unexpected challenges
• Exceptional organizational skills a must; Mastery of schedule and timeline management required to meet deadlines and juggle multiple priorities
• Excellent verbal and written communications skills
• Team-first mentality to work well with and support small nonprofit staff
• Ability to effectively collaborate with others and work independently
• Proficient with Microsoft Office, Google, Canva, social media, and database management - overall comfort with technology
• Reliable and consistent transportation for office and statewide travel as needed

Education/Work Experience:

• Associates or Bachelor’s Degree and minimum of three years working in event management or relevant experience
• Non-profit experience

Working Conditions:

· In-person office setting during regular business hours (9-4:30p). Event timeline dictates longer hours during peak seasons, particularly from March through June and October.

· Ability to lift, carry, & organize 35+ pounds both in-office & at event set up/break down

· Weekend work is expected based on seasonal event timeline (approx. 6 times per year)

· Vacation blackout periods due to event schedule

Benefits:

· Generous PTO

· Healthcare coverage plan options

· Retirement matching program

· Parental Leave

· Employee Wellness Stipend

· Comp days when possible for weekend time

· Mileage reimbursement

GOTRVT is dedicated to ensuring that our staff and volunteers reflect the diverse and vibrant communities we work within. If this job feels like a good fit for you but you don’t meet all qualifications, please still apply.

This is an all-hands-on-deck, small statewide nonprofit organization that requires staff to be flexible and willing to assist beyond their primary functions at times to advance our mission and enhance the experience for participants and volunteers.

**Resumes will not be reviewed without an accompanying cover letter.

Girls on the Run Vermont

Title of Position: Event Coordinator

Reports to: Executive Director

Status: Full Time, 30-35 hours/week (varies based on seasonal timeline)

Salary: $25.00-$27.00/per hour

Location – 188 Allen Brook Lane, Williston, VT

Organization Description

Girls on the Run Vermont (GOTRVT) is a non-profit (501c3), community-based organization. GOTRVT’s mission is to inspire girls to be joyful, healthy and confident; using a fun, experience-based curriculum that creatively integrates running. Our statewide volunteer coaches mentor approximately 1,700-2,000 young girls (grades 3 through 8) in a 10 week after-school program that combines training for a 5K run/walk event with self-esteem enhancing, uplifting lessons. GOTRVT sessions integrate specific life-skills training such as healthy decision-making, positive self-talk, contributing to the community, leadership, teamwork and recognizing inherent limitless potential to make a difference in our world, starting with a positive image of self.

Girls on the Run Vermont is currently seeking an Event Coordinator to join our team. This position reports to and works closely with the Executive Director and will make key contributions to the council’s strategic growth as it relates to the success of our celebratory 5K and other events throughout the year.

5K and Event Management

• Responsible for planning, managing and overseeing all aspects of the GOTRVT 5Ks (two statewide spring events: Essex & Manchester) for over 4,000 attendees
• Oversee execution and all event logistics for 5Ks, annual fundraiser (Sneaker Soiree), Board & Staff retreat, Coach training events and other GOTR events
• Build & maintain strong relationships with vendors and volunteers in the coordination and implementation of 5Ks and other events
• Lead for event operations, security/safety, registration, route logistics, wave starts, Emcee, guest speakers, sound communications, venue and course maps, event volunteer recruitment and 5K committee management etc.
• Outline and maintain 5K and event budget with support from Executive Director
• Inventory and order 5K event supplies through in-house and vendor contracts (t-shirts, medals, bibs, banners vendors, barricades, stakes, water delivery, etc.)
• Collaborate with community partners, in-kind sponsors, and vendors, with support from Development Manager for all events
• Manage 5K database of regional volunteers connecting them to specific roles at events in collaboration with Volunteer Coordinator
• Work with GOTRVT Bookkeeper on invoice payment and tracking for events
• Devise gratitude system to effectively and genuinely thank and seek feedback via surveys from volunteers post-event to enhance future event success
• Manage official GOTRVT merchandise available for purchase at events (design, order, inventory) and monitor vendor compliance with brand identity standards.
• Utilize Canva to develop marketing materials and event promotional items, with support of GOTRI template catalog
• Other tasks as outlined by Executive Director

Communication

• Work with GOTRVT staff to ensure effective 5K and event-related communication
• Conduct post event satisfaction surveys
• Update website with event details, pre and post event
• Work with Program staff to meet 5K and event needs for operational and programmatic success at events
• Ensure that staff and volunteers are adequately prepared for events
• Attend staff meetings, facilitate 5K and Sneaker Soiree Committee meetings
• Develop and implement a thorough 5K safety and communications plan
• Assist with overall marketing of the GOTRVT 5Ks, with support from staff
• Represent GOTRVT at site visits and conferences as assigned by Executive Director
• Collaborate with staff and provide overall support as needed

Qualifications:

• Spirited and positive individual with passion for the Girls on the Run mission
• Problem-solver mindset - able to think on feet, demonstrate flexibility and creativity, and ability to troubleshoot unexpected challenges
• Exceptional organizational skills a must; Mastery of schedule and timeline management required to meet deadlines and juggle multiple priorities
• Excellent verbal and written communications skills
• Team-first mentality to work well with and support small nonprofit staff
• Ability to effectively collaborate with others and work independently
• Proficient with Microsoft Office, Google, Canva, social media, and database management - overall comfort with technology
• Reliable and consistent transportation for office and statewide travel as needed

Education/Work Experience:

• Associates or Bachelor’s Degree and minimum of three years working in event management or relevant experience
• Non-profit experience

Working Conditions:

· In-person office setting during regular business hours (9-4:30p). Event timeline dictates longer hours during peak seasons, particularly from March through June and October.

· Ability to lift, carry, & organize 35+ pounds both in-office & at event set up/break down

· Weekend work is expected based on seasonal event timeline (approx. 6 times per year)

· Vacation blackout periods due to event schedule

Benefits:

· Generous PTO

· Healthcare coverage plan options

· Retirement matching program

· Parental Leave

· Employee Wellness Stipend

· Comp days when possible for weekend time

· Mileage reimbursement

GOTRVT is dedicated to ensuring that our staff and volunteers reflect the diverse and vibrant communities we work within. If this job feels like a good fit for you but you don’t meet all qualifications, please still apply.

This is an all-hands-on-deck, small statewide nonprofit organization that requires staff to be flexible and willing to assist beyond their primary functions at times to advance our mission and enhance the experience for participants and volunteers.

**Resumes will not be reviewed without an accompanying cover letter.