On-Site Events Coordinator (Evenings & Weekends)

Lovestruck Books & Cafe; Cambridge (MA); On-site; USD 45,000 - 65,000; Full time

Job summary

Lovestruck Books & Cafe seeks an organized Events Coordinator to support a calendar of 15+ author, community, and private events each month. This full-time, on-site role requires nights and weekends a minimum of 50% of the time and reports to the Events Manager.

You will manage on-the-ground execution, RoS docs, event materials, and vendor coordination while ensuring top-notch guest experiences and smooth operations.

Qualifications

• Proven administrative or coordination experience (1-3 years) in events, retail, or fast-paced settings.
• Excellent communication skills across channels (email, phone, chat).
• Strong organizational skills with ability to manage complex checklists and systems.
• Proficiency in Google Workspace for spreadsheets and documents.
• Experience with basic receipt tracking and expense reconciliation.

Responsibilities

• Own on-the-ground execution for 15+ events per month, including staff and author management, guest service, and VIP relations.
• Prepare Run of Show documents and setup/teardown checklists, ensuring timelines are met.
• Coordinate all event materials: signage, seating charts, books/stock, merchandise, scripts, and AV equipment.
• Manage onsite operations with Events Manager, supervising up to six staff and attendee flow.
• Oversee smaller events from planning through promotion and follow-up.

Skills

Administrative coordination

Event planning

Budget tracking

Vendor management

Communication

Tools

Google Workspace

Ticketing platforms

Job description

Lovestruck Books & Cafe seeks an organized Events Coordinator to support a calendar of 15+ author, community, and private events each month. This full-time, on-site role requires nights and weekends a minimum of 50% of the time and reports to the Events Manager.

You will manage on-the-ground execution, RoS docs, event materials, and vendor coordination while ensuring top-notch guest experiences and smooth operations.