Events Coordinator

Community Foundation for Southern Arizona; Tucson (AZ); On-site; USD 42,000 - 64,000; Full time

Job summary

Community Foundation for Southern Arizona is seeking an Events Coordinator to manage logistics for small events under 100 attendees and assist with larger events. The role supports marketing efforts, analyzes post-event surveys, and helps create promotional materials.

Collaboration with the marketing team and potential Spanish translation are included. The position emphasizes cost-conscious event planning, strong organizational skills, and a commitment to inclusivity within southern Arizona.

Qualifications

• Experience planning small-scale events for 100 or fewer attendees.
• Basic budget tracking, vendor coordination, and administrative processes.
• Consistent availability for early morning, evening, and weekend events.
• Attention to detail and a high level of accuracy.
• High level of computer proficiency in a Microsoft Windows environment.
• Excellent interpersonal skills with a willingness and ability to work cooperatively with others.
• Self-directed, solution-oriented, and forward-thinking to anticipate organizational needs.
• Excellent organizational and project management skills, including the ability to prioritize multiple and often competing tasks.
• Ability to maintain confidentiality.
• Ability to project a professional image and customer service-oriented approach in person, via email, and on the phone.
• Commitment to continuous process improvement.
• Commitment to creating an inclusive atmosphere where differences are understood, valued, and respected; an understanding and appreciation of the diversity found within southern Arizona including the ability to work with all individuals regardless of race, color, gender, gender identity, sexual orientation, age, religion, marital status, disability, national origin, and military status.

Responsibilities

• Coordinate logistics for small CFSA events (less than 100 attendees).
• Support logistics for larger CFSA events (more than 100 attendees).
• Assist with development of sponsorship materials and sponsor support.
• Analyze post-event survey responses to identify trends and insights.
• Lead post-event debriefs and compile summary reports.
• Create marketing materials such as flyers and promotional collateral.
• Collaborate with the Digital Marketing Manager to support social media strategy.
• Translate marketing materials into Spanish, if bilingual.
• Perform other duties as assigned.

Skills

Event planning

Budget tracking

Vendor coordination

Administrative processes

Attention to detail

Microsoft Windows

Interpersonal skills

Organizational skills

Confidentiality

Diversity & inclusion

Education

Bachelor's degree or equivalent experience

Tools

Adobe Suite

Canva

Job description

Position Purpose & Overview

The Events Coordinator reports to the Director of Marketing and Communications and is responsible for coordinating CFSA events and supporting marketing and communications efforts. This role manages logistics for small-scale events, assists with larger events, and supports marketing activities including event promotion and research. The coordinator works closely with the Events Manager, Digital Marketing Manager, and other CFSA staff to ensure events and communications are well-organized, cost-conscious, and aligned with CFSA’s values, branding, and community engagement goals.

Duties & Responsibilities

Small-Scale Event Management (less than 100 attendees) (50%)

• Create event materials including ticket pages, event detail emails, and post-event follow-up emails with surveys.
• Coordinate logistics for smaller CFSA events, including catering, beverages, equipment rentals, bartenders, and photography. Events may include, but are not limited to, the Solutions-Focused Community Book Club, CFSA Donor Tour, CORE Collaborator Lunch, SAEPC Summer Series, and Professional Advisor Happy Hour.
• Manage facility rentals and coordinate with service providers and vendors to ensure events are organized, safe, and successful.
• Serve as the primary point of contact for event vendors.
• Lead post-event staff debriefs to capture feedback and identify opportunities for improvement.

Large-Scale Event Support (more than 100 attendees) (30%)

• Work closely with the Events Manager to support logistics for large-scale events, including catering, beverages, equipment rentals, bartenders, and photography.
• Assist with the development of sponsorship materials and sponsor support as needed.

Marketing Support (15%)

• Analyze post-event survey responses to identify trends, insights, and opportunities for improvement.
• Lead post-event debrief with staff and compile summary report.
• Conduct research on sponsorship benefits, industry trends, and best practices to inform marketing and event strategies.
• Assist in creating marketing materials, such as flyers and promotional collateral.
• Collaborate with the Digital Marketing Manager to support social media strategy and execution aligned with CFSA’s brand and audience goals.
• Participate in brainstorming sessions for marketing campaigns and outreach strategies.
• Translate marketing materials into Spanish, if bilingual.

Additional Responsibilities (5%)

• Perform other duties as assigned.

Required Experience, Knowledge, and Skills

• Experience planning small-scale events for 100 or fewer individuals.
• Basic experience with budget tracking, vendor coordination, and administrative processes.
• Consistent availability for early morning, evening, and weekend events.
• Attention to detail and a high level of accuracy.
• High level of computer proficiency in a Microsoft Windows environment.
• Excellent interpersonal skills with a willingness and ability to work cooperatively with others.
• Self-directed, solution-oriented, and forward-thinking to anticipate organizational needs.
• Excellent organizational and project management skills, including the ability to prioritize multiple and often competing tasks.
• Ability to maintain confidentiality.
• Ability to project a professional image and customer service-oriented approach in person, via email, and on the phone.
• Commitment to continuous process improvement.
• Commitment to creating an inclusive atmosphere where differences are understood, valued, and respected; an understanding and appreciation of the diversity found within southern Arizona including the ability to work with all individuals regardless of race, color, gender, gender identity, sexual orientation, age, religion, marital status, disability, national origin, and military status.

Preferred Experience, Knowledge, and Skills

• Experience working in philanthropy or the nonprofit sector.
• Experience with Adobe Suite or Canva.
• Bilingual (Spanish speaking).

General

We know some great candidates will not fit everything we have described above or who have important skills we have not considered. If that’s you, please do not hesitate to apply and tell us about yourself.

The above statements are intended to describe the general nature and level of work performed by an employee assigned to this job. This is not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel incumbent in this position.