Programs & Events Operations Coordinator

Asheville Downtown Association; Asheville (NC); On-site; USD 32,000 - 34,000; Full time

Benefits offered by this job

Health Insurance

PTO

Retirement

Other Benefits

Job summary

Asheville Downtown Association seeks a highly organized Program & Administrative Coordinator to provide administrative support and manage logistics for ADA programs and events.

This role supports day-to-day administration, board communications, data management, and on-site leadership during ADA's nine annual event days, requiring meticulous organization and proactive coordination with staff, vendors, volunteers, and city partners.

Qualifications

• Experience in administration, project coordination, event operations, nonprofit management, hospitality, office management, or a related field is preferred.
• Exceptional attention to detail and accuracy.
• Strong organizational skills and ability to manage multiple deadlines.
• Professional communication by email, phone, and in person.
• Comfortable working independently and as part of a team.

Responsibilities

• Provide administrative support to the Executive Director and ADA team.
• Manage Board and committee communications, including meeting notices, calendar invitations, agendas, supporting materials, and follow-up communications.
• Coordinate Board and committee meeting logistics and maintain annual meeting calendars.
• Attend meetings as needed, record meeting minutes, and maintain organized records of Board actions and organizational documents.
• Track action items and deadlines and proactively follow up with staff, Board members, vendors, and partners.
• Serve as a professional point of contact for members, stakeholders, and community partners by email and phone.
• Maintain organizational calendars, files, records, and shared administrative systems.
• Coordinate office supplies, materials, mailings, printing, and other day-to-day office needs.
• Assist with invoices, expense documentation, payment tracking, and other basic bookkeeping and administrative functions.
• Maintain accurate member, stakeholder, vendor, sponsor, and organizational contact information.
• Support organizational technology and data systems and identify opportunities to improve administrative efficiency.
• Assist with special projects and other administrative responsibilities as assigned.
• Manage the administrative and logistical details leading up to ADA events and programs, working closely with staff, vendors, service providers, volunteers, sponsors, and City partners.
• Develop event-day schedules, contact sheets, vendor instructions, and operational documents.
• Assist with volunteer coordination and event communications.
• Participate in event setup, execution, and breakdown.
• Serve as an on-site staff lead for assigned areas and responsibilities during events.
• Complete post-event administrative follow-up, including invoices, documentation, records, and vendor communication.

Job description

Asheville Downtown Association seeks a highly organized Program & Administrative Coordinator to provide administrative support and manage logistics for ADA programs and events.

This role supports day-to-day administration, board communications, data management, and on-site leadership during ADA's nine annual event days, requiring meticulous organization and proactive coordination with staff, vendors, volunteers, and city partners.