Event Coordinator (April-November)

POSITION OVERVIEW: 

Oxbow is looking for an Event Coordinator with a positive, can-do attitude, who enjoys public-facing work, and shares our passion for food, farming, and the environment. This person will support the Events & Engagement Manager in developing new and creative programming that will connect Oxbow to the broader community throughout the 2020 season. They will provide impeccable member and customer care and thrive in a fast-paced working environment.  The position requires working weekends and evenings as needed April through November.

JOB RESPONSIBILITIES:

Venue and Event Coordination –

  • Take lead in coordinating monthly events including: Oxbow Saturday, Oxtober, and venue rentals, and assist the Events & Engagement Manager with larger annual events including: Stargazing on the Farm, and the Family Dinner on the Farm Fundraising Dinner
  • Support the Events & Engagement Manager with supervision of festival staff and arranging outside vendors, partners, and venue rentals during Oxbow’s month long Oxtober Fall Festival
  • Organize logistics and communicate needs for event space and materials to Event Manager
  • Ensure that all parties understand event flow and work alongside the Event & Engagement Manager to understand and accommodate needs
  • Utilize and update project management tools for each event such as space layouts, timelines, checklists, etc.
  • Serve as liaison between Oxbow and external vendors (rental companies, caterers, musicians, other suppliers) on event-related matters
  • Identify event material and décor needs, coordinate placement, and ensure post-event cleaning and return of items
  • Supervise on-site production, break-down, and clean-up for some events
  • Lead the organization of in-kind donations for Oxbow’s annual fundraising dinner

Membership Program Development & Coordination –

  • Provide general administrative oversight assistance for membership program registrations, renewals, and retention
  • Track retention efforts and complete retention phone calls
  • Respond to a diverse range of e-mails, telephone calls, and assorted membership inquiries
  • Work with the Event & Engagement Manager to build strategies around Member recruitment and retention

Communications, Marketing, and Administration –

  • Maintain a pulse on opportunities for new public engagement programming and help market and promote memberships, events, and venue rentals
  • Help promote membership, venues, and events on Oxbow’s social media profiles, and assist with other communications and marketing efforts as needed
  • Assist in budget preparation, expenditure monitoring, and event materials inventory and storage
  • Aids in developing structures around partnership development, private venue rental guidelines, and event strategies.
  • Maintains a master events calendar as well as updating the online calendar and registration database

 

QUALIFICATIONS:

  • At least 2 years of experience in venue/event planning and coordination
  • Experience working in hospitality and with chefs or caterers is a plus
  • Experience using social media (Facebook, Instagram, etc.) to build and promote events
  • Comfortable using Microsoft Office (Excel, Word, Outlook) on a daily basis
  • Some graphic design/photo editing/website experience a plus
  • Experience using CRM membership database a plus

 

YOU’LL LOVE THIS JOB IF YOU’RE:

  • Passionate about the food industry, food systems, and creating meaningful experiences around the farm to table movement.
  • A strong communicator and team collaborator. You enjoy engaging people in a mission and working with large groups of people but are able to manage multiple projects at once, sometimes independently
  • Thrive in a fast-paced outdoor environment. You must be quick on your feet and proactive in problem-solving.
  • Are organized and creative. You believe that even small details such as, event space aesthetic are important to the overall effectiveness of an event.
  • You are reliable, hardworking, and enthusiastic

 

REPORTS TO: Events & Engagement Manager

 

COMPENSATION

This is a seasonal, full-time position, paying $16.00-$17.00 per hour, with some paid time-off and access to food from the fields.

 

TO APPLY

Please read carefully. Email a resume, letter of interest, and 3 references to:

Tara Baron
Recruitment Specialist
Oxbow Farm & Conservation Center
thedirt@oxbow.org

Please write Event Coordinator in the email subject line and include where you found this position in the message body.