Part time Event planner / Coordinator

We are seeking a mission-minded, relational and responsible part time Event coordinator/party planner who enjoys meeting new people and planning two of our major social events (annual golf outing and annual Vision dinner)

The part-time Event Coordinator / Party Planner manages the logistical and creative execution of the Phil’s friends social and corporate gatherings. This individual will assist the Primary Event planner and handle a variety of tasks from venue selection, budget management, and vendor negotiations to on-site event supervision to ensure a seamless experience from initial consultation to final breakdown. This role can be completed during business hours, evenings and weekends.

Please note: This is not a paid position. This is a volunteer position, in which you will gain hands on experience.

Responsibilities:

Client Consultation:

• Meet/speak with clients to define event themes, goals, guest expectations, and overall vision.

Budget Management:

• Create event spending plans, track expenses, and ensure all costs stay within established budgets.

Venue & Vendor Sourcing:

• Select and secure venues, negotiate contracts, and manage service providers (caterers, florists, entertainers, and sound/video technicians).

Logistics & Scheduling:

• Develop comprehensive timelines, itineraries, seating charts, and floor layouts.

On-Site Execution:

• Oversee event setup, coordinate with staff, volunteers and vendors, handle emergencies, and oversee teardown.

Key Skills & Qualifications:

Organization:

• Exceptional multitasking ability with a high level of attention to detail.

Communication:

• Strong interpersonal and negotiation skills to manage diverse clients and demanding vendors.

Problem Solving:

• The ability to think quickly on your feet and resolve last-minute issues efficiently.

Education & Experience:

• Prior experience or education in event planning coordination or venue management is preferred
• High School diploma or GED equivalent

Qualifications:

• Familiarity with booking/management software (e.g., Fundeasy) and organizational tools (Microsoft Office Suite, Excel)
• Possess strong organizational, communication and interpersonal skills
• Strong interpersonal skills, with the ability to build rapport and foster relationships
• Values teamwork and fosters positive working relationships among staff and volunteers
• Demonstrates a servant-hearted attitude and reflect Christ’s love in interactions with others
• Must be an active practicing Christian and in good standing with the church
• Be legally eligible to work in the United States
• Have basic fluency in English to compose marketing elements as needed
• Relevant experience using social media
• Be physically able to use stairs, bend, sit, stand and stoop and carry up to 25 pounds if needed

Join Phil's Friends in bringing HOPE to individuals impacted across the country by cancer.

1240 Arrowhead Ct

Crown Point IN 46307

If interested in learning more, please call us at 224-653-8315 or visit our website at: www.philsfriends.org

We hope you can join us and in bringing HOPE to patients impacted across the country by cancer.

Thank you,

Phil's Friends

Watch our video to learn more: I Remember