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Volunteer and Events Coordinator

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Volunteer and Events Coordinator

This position is part-time, approximately 20 hours per week
with significant evening and weekend hours

Established in 1987, the Asheville Downtown Association is committed to the preservation and improvement of the central business district through programming, civic support and annual objectives. As the voice of downtown residents, merchants and workers, the ADA advocates for policies and practices that will best help growth and preserve the quality of life in downtown. Annually, the group produces events including Downtown After 5, the Asheville Holiday Parade, Oktoberfest, the State of Downtown Luncheon, and the Pritchard Park Cultural Arts Program.

Note: The following summary is meant to give the applicant an idea of duties that will be performed and not comprehensive. Additional duties may be added at the discretion of the events committee or board of directors.

Volunteers

  • Recruit and retain volunteers for all ADA events
  • Develop volunteer staffing plans for each event
  • Build and maintain volunteer database
  • Ensure consistent communication with volunteers and ADA staff to maximize exposure of potential opportunities
  • Be onsite and serve as primary contact for volunteers at all assigned events
  • Coordinate Volunteer Orientation and Appreciation events with direction from the events committee
  • Establish and maintain reward system for volunteers to prevent turnover
  • Attend events committee meetings as a non-voting member
  • Present reports to events committee chair in preparation for meetings
  • Work with other independent contractors and ADA staff and board to ensure events run smoothly
  • Submit invoices for payment in timely manner

Manage Pritchard Park Cultural Arts Program including Hoop Jam, LEAF Schools and Streets and Homegrown in Pritchard

  • Work with partners to set up necessary equipment in Pritchard Park
  • Coordinate with sponsors and event partners to ensure a smooth running event
  • Ensure sponsor fulfillment
  • Ensure ADA visibility including placement of signs and banners

Independence Day Celebration

  • Working with events committee, act as event director to deliver a safe, smooth-running, entertaining civic event that reflects the diverse arts and culture of our region
  • Create and maintain budgets to reflect projected revenue and expenses ensuring financial stability
  • Negotiate and create necessary vendor agreements, submitting contracts to ADA management for approval
  • Manage vendors to ensure compliance

Other events (Easter on the Green, Downtown After 5, Oktoberfest, Holiday Parade/JingleFest, others TBD)

  • Main responsibility at these events will be volunteer coordination
  • Be onsite at assigned events to ensure smooth operation
  • Manage vendor coordination including applications, ensuring proper documentation (certificates of insurance, health department certificates and inspections), identify set up needs and ensure compliance
  • Coordinate with city/county departments to schedule required inspections for special events
  • Attend events committee meetings as a non-voting member
  • Prepare reports for events committee chairs in advance of committee meetings

Requirements

  •  Experience in volunteer management and event planning
  • College degree or commensurate experience
  • Proficient in Microsoft and other technical applications
  • Ability to work independently and as part of a team
  • Excellent verbal and written communication skills
  • Excellent organizational and time management skills

Salary:

  • Commensurate with experience

To apply, submit letter of interest and resume to Meghan Rogers at meghan@ashevilledowntown.org by 5pm on Friday, February 28.