Program & Event Coordinator
Submit Cover Letter and Resume to [email protected]
POSITION SUMMARY
Reporting to the Executive Director, this role provides administrative and logistical support for a variety of operational and executive functions. A confident, self-starter who thrives on being part of a team. This is part-time, hourly position to start at 32 hours / week. It could transition to full-time.
RESPONSIBILITIES
Program Assistance
Assist the Executive Director in the planning and execution of lectures, workshops, events, off-site presentations, summer camp and special projects. This includes calendaring, scheduling meetings, communications, working with partners. Book group and school tours.
Event Assistance
Assist the Executive Director in sourcing and securing vendors, volunteers and labor. Order necessary supplies based on budget parameters. Ensure proper usage and access of event and alcohol supplies. Coordinate rental company needs. Assist with set-up and tear down and management of labor for larger events. Manage laundry pre and post event. Track and manage RSVP data. Assist the Operations and Development Officer with New Member Socials. Assist event committees as needed.
Rental Assistance
Serve as the first point of contact for rental inquiries. Conduct campus interviews and answer questions. Review rental guidelines with prospects. Assist the Executive Director and Rental Committee in executing booking and setting up parameters for rental customers.
Volunteer Program
Assist the Executive Director and the Operations and Development Officer in growing the volunteer program, communications to volunteers and assignments. Manage the yearly Volunteer Thank You Luncheon.
General Administrative Support
Order office supplies and general campus supplies. Keep office supply and program supply closets neat and organized. Answer telephones. Conduct campus tours. Welcome guests, school and group tours. Assist the Executive Director in managing the program, event and tour calendar. Assist the Operations and Development Officer with Gift Shop management, executing regular membership mailings, communications, retention goals and the donor gift program. Help prepare for internal meetings with refreshment set-up and tear-down and preparation of materials needed. Assist with data entry.
QUALIFICATIONS
Administrative know-how, including the ability to manage schedules, organize and retrieve files, answer telephone and e-mail inquiries, and order office supplies.
Ability to see the possibilities as opposed to the obstacles. Maintain a creative and tenacious problem-solving presence. Maintain a personable, analytical, articulate presence, with excellent written and verbal communication skills. Excellent interpersonal skills.
Ability to quickly compose email and written correspondence, with accuracy and sophistication. Writing samples are required.
A keen eye for detail, ensuring accuracy in data entry, file management, and document preparation.
Ability to practice discretion and maintain confidentiality. Ability to exhibit patience and professionalism with all interactions representing the organization, including with supervisors, staff, board members, and stakeholders.
Accomplished time management skills and the ability to prioritize, meet deadlines, multitask, and oversee complex schedules.
Advanced knowledge of word processing, spreadsheet, PowerPoint software and data entry.
Experience with the operation and maintenance of office equipment, including photocopiers, telephone systems and printers.
Accomplished interpersonal skills to interact positively with visitors of all ages, team members and board members.
Ability to understand and embrace all opportunities and challenges working within a small non- profit environment. Desire to embrace the mission of the society and fulfill job duties to advance the cause.
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The Delray Beach Historical Society is an equal opportunity employer that does not discriminate based on race, color, creed, religion, sex, physical disability, mental disability, age, marital status, sexual orientation, citizenship status, national or ethnic origin, genetic information, or any other protected status.
Hours: Tuesday – Friday, 9am-5pm. Monday is a flexible or work from home day.
Hours vary during events and programs.
Must be willing to work occasional nights for programs and events.
A background check is required.
Writing samples are required.
Dress Code: Business Attire, Business Casual.
Hourly rate is commensurate with experience.
Submit Cover Letter and Resume to [email protected]
MISSION
The Delray Beach Historical Society, believing that a sense of history is fundamental to understanding human experiences, collects, preserves and shares materials from Delray Beach’s past, so that present and future generations can comprehend more fully their predecessors, their communities and themselves. The society encourages and assists people of all backgrounds and interests to learn more about Delray Beach’s diverse history.
VISION
The Delray Beach Historical Society:
– Is the official archive of our town’s history—recording family histories, events, continuing achievements and milestones.
– Is recognized as making a difference in our community, connecting with people in imaginative and intellectual ways.
– Offers a beautiful, unique setting which fosters storytelling and encourages discovery for local citizens and visitors of all ages and backgrounds.
– Is a leading advocate for historic preservation as a means of protecting our history and cultural heritage.
– Inspires our younger generations to continue the legacy of preserving our history as a vital component to the future of Delray Beach.
VALUES
The Delray Beach Historical Society uses our resources to educate, connect and inspire in order to build historical empathy, foster civic responsibility, and generate an awareness of and respect for our shared community.
Our work is guided and informed by our beliefs and commitments to:
Providing Access: The archive is accessible to all. We embrace the value of historical knowledge as evidence for civic discourse and discussion.
Embracing Diverse Cultures and Traditions: We serve the entirety of our community. We encourage healthy debate and respect difference of opinion.
Demonstrating Quality: We collect strategically and act as responsible stewards. We pursue excellence across all aspects of our work. We lead through best practices, innovation and example.