Event Coordinator (Georgia-Based – Remote Planning & In-Person Event Execution) – Volunteer Role

Event Coordinator (Georgia-Based – Remote Planning & In-Person Event Execution) The Donovan’s Venom (501c3 Nonprofit) Department: Operations – Program Management (Community Events) Location: Georgia, United States (Remote with Required In-Person Event Presence) Position Type: Volunteer Role Reports To: Program Manager (Community Events: Concerts, Drives & Outreach Initiatives) Position Overview The Event Coordinator (Georgia-Based) is responsible for planning and executing community events across the state of Georgia, including concerts, donation drives, and outreach initiatives. This role supports remote coordination and planning activities while also being physically present to lead event execution on-site. The Event Coordinator ensures that all logistical elements, volunteers, and event activities are aligned to deliver a high-quality and engaging experience for participants. Operating at the intersection of event planning, logistics, and on-site execution, this role is critical to delivering successful, community-centered events that reflect the organization’s mission.

Key Responsibilities

• Event Planning & Coordination (Remote)
• Coordinate event logistics and planning activities remotely
• Develop:
• Event timelines
• Task lists
• Execution plans
• Ensure readiness of all event components prior to execution
• In-Person Event Execution (Georgia-Based)
• Be physically present at assigned events across Georgia
• Lead day-of-event operations, ensuring:
• Smooth execution
• Timely flow of activities
• High-quality experience
• Serve as the on-site point of contact
• Volunteer Management (On-Site)
• Lead and direct Event Support Volunteers during events
• Assign roles and responsibilities
• Provide guidance and ensure readiness
• Monitor volunteer performance and engagement
• Logistics & Resource Coordination
• Coordinate with Supply Chain/Donations teams to ensure:
• Materials are available
• Supplies are delivered
• Oversee setup and breakdown logistics
• Event Setup & Readiness
• Ensure all materials, equipment, and supplies are prepared
• Verify event setup aligns with plan
• Conduct final readiness checks
• Real-Time Problem Solving
• Address issues during events, including:
• Staffing gaps
• Resource shortages
• Timeline disruptions
• Make quick decisions to maintain event flow
• Participant Experience Oversight
• Ensure a welcoming and engaging experience for attendees
• Monitor event flow and interactions
• Address participant needs and concerns
• Cross-Functional Coordination
• Coordinate with:
• Program Manager (event direction)
• Volunteers (execution)
• Marketing (event messaging)
• Ensure alignment across all stakeholders
• Timeline & Schedule Management
• Manage and maintain event schedules
• Ensure activities occur as planned
• Adjust timelines in real time when needed
• Post-Event Wrap-Up & Reporting
• Support event breakdown and cleanup
• Ensure materials are accounted for
• Provide event summaries and feedback
• Event Documentation
• Track and document:
• Attendance
• Key outcomes
• Challenges
• Support post-event evaluation
• Continuous Improvement
• Identify opportunities to improve:
• Event execution
• Volunteer coordination
• Participant experience
• Contribute to enhanced processes

Volunteer Commitment Expectations

• * Estimated Commitment: 6–10 hours per week (increases during event cycles)
• Must be available for in-person events across Georgia
• Typical event commitment:
• 4–8 hours per event
• Participation in remote planning meetings required

Minimum Qualifications

• * Must be located in or able to travel within Georgia
• 2–4 years of experience in event coordination or related roles
• Strong organizational and multitasking skills
• Ability to manage logistics and real-time execution

Preferred Qualifications

• * Experience coordinating in-person events
• Experience managing volunteers
• Experience in nonprofit or community-based organizations
• Experience working in remote environments

Core Competencies Event Execution & Coordination

• * Executes events effectively
• Manages logistics and timelines

Leadership & Volunteer Management

• * Directs volunteers clearly
• Maintains team organization

Problem Solving

• * Resolves issues quickly during events
• Maintains control in dynamic situations

Communication

• * Communicates clearly with teams and participants
• Ensures alignment

Adaptability

• * Adjusts to changing event conditions
• Handles real-time challenges

Participant Experience Focus

• * Creates engaging and positive experiences
• Supports community interaction

Application Requirements (Read Carefully) We are building — and executing in real time. To ensure alignment:

• * You must be able to start within 14 days
• You must complete the full application
• You must be ready to support event execution immediately

Work Environment

• * Hybrid role:
• Remote planning and coordination
• In-person execution across Georgia
• Fast-paced, event-driven environment