TRADE SECRETS EVENTS COORDINATOR

$146,000 - $146,000/Yr

Project Sage - Salisbury, CT

Full-time - Mid Level

Salisbury, CT

11-50 employees

Educational Services

About the position

The Events Coordinator is responsible for developing, planning, coordinating, and executing the signature Project SAGE fundraiser, Trade Secrets, which celebrates its 25th anniversary in May 2025. This independent contract position spans six months, from January to June, requiring approximately 750-1000 hours of work. The coordinator will work closely with the Director of Development and the Development Associate to ensure the successful execution of the event, which includes garden tours and a plant and garden antiques sale.

Responsibilities

• Project manage Trade Secrets, overseeing all planning, coordination, and execution details.
• Attend bi-weekly in-person meetings and regular project work in the Project SAGE office, increasing frequency leading up to the event.
• Be present for the full week leading up to Trade Secrets for setup needs at both the office and event location.
• Maintain availability during business hours for communication and respond to emails and texts promptly, especially leading up to the event.
• Ensure adherence to Project SAGE and Trade Secrets standards throughout the planning process.
• Liaise with staff, board, volunteers, clients, vendors, and other stakeholders during event planning.
• Work alongside the Development Associate as the Project SAGE staff member for Trade Secrets.
• Collaborate with the Trade Secrets Vendor Committee to plan vendor layout and services.
• Supervise and oversee the work of volunteers in various committees.
• Hire and oversee temporary paid help and event staff as needed.
• Maintain event budgets in collaboration with the Development Associate.
• Manage event timelines and schedules, ensuring deadlines are met.
• Coordinate with publicists and marketing consultants on event communication and marketing strategies.
• Ensure readiness for garden tours and the plant and antique sale on event days.
• Manage all event setup, teardown, and follow-up processes.
• Participate in assessment practices to evaluate the event's overall success.
• Assist with setting up ticket systems and sales, and securing sponsorships.
• Negotiate and secure event space and contracts, schedule speakers, vendors, and participants, and manage RSVPs and correspondence.
• Coordinate event logistics, including ticketing, registration, and evaluations.
• Oversee the creation of the Trade Secrets Newsletter and Resource Guide.

Requirements

• Bachelor's degree or equivalent experience, preferably in event management, hospitality management, public relations, marketing, communications, or business.
• 5+ years of experience as an event coordinator or planner.
• Demonstrated success in overseeing volunteers and managing event committees.
• Proven effectiveness in building relationships with stakeholders, including the Board of Directors, staff, and community groups.
• Excellent project management skills with meticulous attention to detail and superb organizational skills.
• Strong communication skills with an empathetic disposition and a focus on clarity and accuracy.
• Ability to work collaboratively in a small team at a mission-driven organization.
• Self-motivated and able to complete tasks in a timely manner.
• Ability to navigate high-energy situations with grace and calm.

Nice-to-haves

• Experience with Sage software is a plus.

Benefits

• Flexible working hours during the contract period.
• Opportunity to work on a meaningful project that supports a mission-driven organization.