Events Specialist

Minnesota Council of Nonprofits; Saint Paul (MN); Hybrid; USD 68,000 - 74,000; Full time

Job summary

TPT is seeking an Events Specialist to join a collaborative team that handles internal and external events, including Minnesota State Fair booths and community activities. You will plan, coordinate, and execute event logistics, manage volunteers, and support department-wide events to ensure seamless experiences.

Ideal candidates have 4+ years in live and virtual events, strong organizational skills, and the ability to work nights/weekends.

Qualifications

• 4 years of previous project management experience.
• 4+ years of experience working in live and virtual events.
• Ability to work outside traditional business hours – night and weekend time required.
• Exceptional attention to detail.
• Excellent communication and organizational skills.
• Strong creative problem-solving skills.
• Ability to multitask and manage multiple projects.
• Ability to coordinate and mobilize others.
• Reliable transportation.
• Background check for driving TPT-owned vehicle.
• Ability to lift and carry approximately 25 lbs.

Responsibilities

• Act as a key point-person for events and assist with staff and contractors.
• Facilitate efficient planning and meetings for events.
• Create templates, timelines, and procedures for event planning.
• Coordinate with internal departments for event support.
• Budget management for assigned events.
• Develop post-event recaps and maintain event files.
• Coordinate logistics: plans, promotions, staffing, catering, decor, rentals, staff, vendors, and volunteers.
• Plan site visits for cost-effective venues.
• Create event scripts and schedules.

Skills

Project management

Event planning

Communication

Organization

Creative problem-solving

Team coordination

Multitasking

Time management

Budget management

Reliability

Education

Bachelor’s degree in Hospitality, Theatre, Stage Management, Event Management or related fields

Tools

Audio-visual equipment

Event management software (AirTable, Eventbrite, RSVPify)

Engaging Networks/WordPress/Canva

Job description

Reporting to the Director of Events and Community Outreach, the Events Specialist plays a crucial role in fulfilling the mission of TPT. The Events Specialist serves as a convener and facilitator, engaging our audiences both in person and virtually. This role requires a proactive, forward-thinking approach, the ability to partner and strategize with leaders, organize people, logistics, and information, and ensure TPT values are at the forefront of every touch point.

Compensation: $68,000 to $74,000 or annually in addition to company provided benefits.

Hybrid Work Environment: Candidates must live in or be willing to relocate to the Twin Cities Metro area and report to onsite office a minimum of three days per week.

This role is one of 3 Event Specialists who collaborate on all events, alternating between lead and support roles for each event.

Internal & External Events

• Act as a key point-person for events in our organization. Assist with events staff and contractors and attend all organization events as assigned.
• Facilitate efficient and effective planning and meetings for events.
• Create best practices, templates, timelines, policies, and procedures to ensure intention and structure for TPT event planning.
• Support partnerships with internal TPT departments in event planning, setup, execution, and cleanup.
• Assist with ensuring all internal TPT departments receive needed events support.
• Assist with managing external vendors.
• Assist with budget management for assigned events.
• Maintain detailed files, contacts, and other shared information and systems.
• Coordinate logistical aspects surrounding events, such as creating event plans, planning promotion materials, event flow and staffing, food/beverage, décor and rentals, managing staff, vendors, consultants, and volunteers assisting with events, ticketing, and merchandise sales.
• Assist with conducting site visits to find appropriate and cost-effective venues.
• Assist with creating scripts and schedules for event programs.
• Assist with creating post-event recaps.

Strong Team Collaboration

• Work closely with fellow Events Specialist, alternating between lead and support roles for each event to ensure seamless execution and mutual support.
• Demonstrate exceptional teamwork skills by actively contributing to a positive team environment.
• Work collaboratively with colleagues across departments to achieve common goals, support team members, and foster a culture of mutual respect and cooperation.

External Event Coordination (40% of time)

• Examples: TPT’s Booth at the Minnesota State Fair, Be My Neighbor Day, screenings, and other local events both community and content-driven.
• Assist with planning, logistics, and execution of events.
• Communicate with internal and external clients and stakeholders regularly and clearly to facilitate workflow, project planning, and execution.

Internal Event Coordination (40% of time):

• Examples: All Staff Meetings, other Staff Events, Donor Events, and Member Events.
• Assist with planning, logistics, and execution of internal TPT events.
• Collaborate with colleagues and internal TPT departments to manage deliverables.
• Communicate with internal clients and stakeholders regularly and clearly to facilitate workflow, project planning, and execution.

Volunteer Management (15% of time):

• Co-Manage a pool of volunteers.
• Create and manage volunteer postings.
• Develop and conduct volunteer orientation and training.
• Ensure volunteers are staffed to support both on-site and off-site events & activities.
• Utilize the most efficient procedure for volunteers.
• Maintain accurate records and provide timely statistical and activity reports on volunteer participation.
• Communicate with internal departments regarding volunteer requests and management of the volunteer pool.

Other duties as assigned (5% of time):

• Participate as an active member of the MarComm Team. Contribute to shared goals and collaborate with colleagues across all departments on the achievement of priorities.
• Cultivate a fun, engaging, and balanced work environment.
• Other duties as assigned.

QUALIFICATIONS

Required Experience

• 4 years of previous project management experience.
• 4+ years of experience working in live and virtual events.
• A self-starter with strong ability to take initiative and work independently.
• Ability to recognize and respond quickly and professionally to any unexpected situation.
• Ability to work outside traditional business hours –night and weekend time required.
• Exceptional attention to detail.
• Exceptional communications and organizational skills.
• Must have strong creative problem-solving skills.
• Must be capable of multi-tasking and managing numerous projects simultaneously.
• Ability to coordinate and mobilize others.
• Must have reliable transportation.
• Must pass background check for driving a TPT-owned vehicle.
• Must have ability to safely lift and carry approximately 25lbs.

Preferred Experience

• Bachelor’s degree in Hospitality, Theatre, Stage Management, Event Management or other related fields.
• 1+ years of experience working with volunteers.
• Experience with high-end, formal events.
• Experience with community events.
• Experience with family/children events.
• Experience working with Food and Beverage service.
• Experience/expertise with audio-visual equipment and technology.
• Experience with AirTable, Better Impact, Eventbrite, RSVPify, Better World, Word Press, Canva and/or Engaging Networks software systems.

Knowledge, Skills and Abilities

• Strong computer skills: Microsoft Office Suite – Outlook, Word, Excel, OneDrive, Teams, the Adobe Creative Suite.
• Strong focus on audience and end user needs.
• Strong organizational and time management skills.Able to multitask in a fast-paced, time sensitive production environment.
• Strong budget and financial management skills.
• Excellentoral and written communication and interpersonal skills.
• Ability to work collaboratively and communicate effectively with all team members across multiple departments.
• Ability to travel to locations in the greater metro area on a frequent basis. Occasional travel out of the state.
• Represent TPT with courtesy and professionalism.
• Commitment to advancing Inclusion, Diversity, Equity and Accessibility (IDEA) priorities within the organization.