Volunteer Event & Project Coordinator: Superpower Slam Fundraiser

The Volunteer Event and Project Coordinator will support the successful planning and execution of the Superpower Slam fundraising event. This role ensures operational tasks, timelines, and communications are coordinated across all teams so that the Executive Director can focus on oversight and achieving the fundraising goal.

The ideal candidate is highly organized, proactive, and thrives at managing multiple moving parts with minimal supervision.

Key Responsibilities

1. Project Coordination & Calendar Management
   1. Update and maintain a detailed project timeline (Dec–Feb) including all deliverables, deadlines, and task owners.
   2. Track weekly progress and ensure alignment between production, PR/marketing, and fundraising.
   3. Schedule check-ins and ensure follow-up actions are completed.
   4. Provide weekly project updates to the LOCN and PR/Production team.
2. Event Logistics Support
   1. Liaise with cross functional teams to confirm requirements (lighting, sound, seating, signage, catering).
   2. Maintain the master contact list of vendors, talent, and volunteers.
   3. Support coordination for VIP experiences, meet & greets, and on-site activation logistics.
   4. Help manage event-day logistics (check-in, volunteer coordination, run-of-show support).
3. Communications & Documentation
   1. Draft and distribute internal project updates, reminders, and task confirmations.
   2. Maintain organized digital folders with all updated assets (Eventbrite links, visuals, PR materials, sponsor docs).
   3. Track in-kind sponsorships, contracts, and deliverables with production and vendors.
4. Partnership & Sponsor Support
   1. Track deliverables, acknowledgments, and follow-up.
   2. Ensure mentions and assets are properly integrated into all event materials.

Deliverables

• Weekly project timeline updates (Google Sheets or ClickUp)
• Final logistics tracker by January 15
• Day-of-Event operations plan by January 25
• Post-event closeout checklist by February 3

Success Indicators

• All deliverables are tracked and met on schedule.
• Event-day operations run smoothly and on time.
• Leadership has full visibility of project status.
• Event achieves fundraising goal through aligned execution.

Summary

This is a short-term, high-impact volunteer opportunity ideal for someone who thrives in fast-paced environments, proactive, calm under pressure, has experience bringing creative events to life, and wants to contribute to a mission that supports neurodiverse children and their caretakers.