Community Events Coordinator

Who We Are

The Mountaineers is a community of outdoor recreationists and conservationists founded in 1906 to explore the peaks and waterways of the Pacific Northwest. Today, we have 16,000 members and seven branches across Western Washington, where we deliver most of our outdoor education programming. Thanks to the work of generations of volunteers and our internationally-recognized publishing division, we continue to enjoy an outstanding reputation in the fields of outdoor education, recreation, and public lands conservation and advocacy.

Our dedicated volunteers and staff get people outside to experience the power of the natural world. We advocate for access to and protection of recreational lands so that future generations can enjoy these places as well. Our core value of community reflects our belief that a diverse and inclusive outdoors inspires unity, respect, and passion for the places we love. Our 45 staff, divided between our program centers and our nonprofit publishing division, Mountaineers Books, and 2,500+ volunteers work together to achieve our mission to enrich lives by helping people explore, conserve, learn about, and enjoy the lands and waters of the Pacific Northwest and beyond. 

Visit mountaineers.org to learn more.

Position Overview

The Mountaineers is seeking a relationship-oriented Community Events Coordinator to play a key role in organizing and executing a wide range of events designed to inspire and engage our community. Reporting directly to the Associate Director of Events and Partnerships, you will collaborate closely with colleagues across various divisions and external partners to implement effective engagement events. 

As part of our Community Engagement team, you will plan, promote, and coordinate an established calendar of events that align with our mission. This role requires exceptional organization and communication and a passion for creating engaging, mission-driven events. Your work will assist in achieving our organization's combined membership and philanthropy goal of $3M by supporting engagement and stewardship activities designed to deepen relationships across our community. 

Objectives and Key Results

• Plan and execute the Community Engagement event calendar that includes the BeWild speaker series, Mountaineers hosted Banff Mountain Film Festival World Tour Seattle dates, three seasonal Gear Grabs, several donor and volunteer appreciation events, other Mountaineers hosted film festivals, partner events, and runs. 
• Receive event feedback from staff and attendees that signals an enjoyable event experience where guests feel positive about being part of The Mountaineers community. 
• Procure $150,000 in in-kind donations from businesses, partners, and donors for event auctions and raffles to support fundraising and engagement activities. 
• Build and steward the pipeline for volunteers to support events.
• Build systems, templates, and boilerplate language to improve consistency across events and make events easy to produce and execute across teams.

You will love this job if:

• Creativity comes easy to you and you find joy in hosting exceptional events.
• You are a self-directed planner, who excels at managing details.
• You are skilled at running events with a unique ability to motivate staff, volunteers, and donors to join you to achieve shared goals. 
• You get excited about the role that community engagement opportunities play in advancing missional priorities and driving change.
• You believe time outside empowers people to lead healthier, happier lives and are excited to be a part of a collaborative team who helps make that magic happen.

Key Responsibilities

Community Engagement Event Planning and Execution (60%): 

Under the Direction of the Associate Director of Events & Partnerships, the Community Events Coordinator is responsible for the success of The Mountaineers in-person and virtual community engagement and stewardship events, from conception through completion. This role will guide a suite of events designed to deepen engagement within The Mountaineers membership base and provide welcoming entry points for people who are new to our community. The community events calendar includes established events, such as our Annual Gala, An Evening of Advocacy, Banff Mountain Film Festival, and new and to-be-reimagined events including the BeWild Speaker Series, other Mountaineers hosted film festivals, partner events, and some other donor and/ volunteer appreciation events   

• Collaborate with team members to conceptualize, plan, and execute a variety of community events averaging about one event per month. You will take a lead in running Seattle’s tour stop for Banff Mountain Film Festival, helping to reestablish our BeWild Speaker Series, seasonal Gear Grabs, the Gala’s silent auction, donor appreciation events, and other events central to the Community Engagement team’s priorities. 
• Coordinate logistics including venue management, permits, catering, equipment rentals, transportation, coordinating volunteers, and any necessary accommodations.
• Keep track of event budgets and provide feedback for revenue considerations such as ticket sales for certain events.
• Develop event timelines and ensure all tasks are completed in a timely manner to ensure smooth execution.
• Oversee event setup, operation, and breakdown, ensuring that all aspects run seamlessly and according to plan. 
• Implement the communications plan for each event working with team members to get content, images, event collateral to important partners for outreach, sales and marketing purposes. 
• Facilitate or create slide decks, promo pieces, and other visuals necessary for event marketing and production.
• Develop systems that support the ease of event planning and execution for outside team members to effectively execute a community event.

Donor Event In-Kind Procurement (20%)

At the direction of the Associate Director of Events and Partnerships, handle outreach to donors, businesses and partners to procure in-kind donations that will be used in raffles and auctions at community events.

• Procure $150,000 in in-kind donations from businesses, partners and donors for event auctions and raffles, to support fundraising and engagement activities. 
• Work closely with donors to develop auction package descriptions and manage image and content import for the online auction. 
• Responsible for auction production, packaging, delivery logistics for the Annual Gala live and silent auctions.

Volunteer and Community Engagement through Events (10%):

• Act as a point of contact for event inquiries, providing excellent customer service and timely responses.
• Build and maintain strong relationships with members, volunteers, partners, and vendors to enhance community engagement and participation in events.
• Collaborate with the comms team to promote events through various channels including social media, email newsletters, website updates, and community outreach efforts.
• Recruit, train, and supervise staff and volunteers to assist with event logistics, registration, and other tasks as needed.
• Provide clear instructions and support to volunteers to ensure they have a positive and rewarding experience contributing to community events.

Admin/Other (10%)

• Coordinate the delivery of sponsorship benefits, stewardship, and post-event reporting and communication. 
• Planning meetings, staff meetings, supporting other events, and attending training.
• Other duties as assigned.

Requirements

• Relevant experience in the field of fundraising or event management, including planning and executing complex events. 
• Proven event planning and project management experience, with exceptional organizational skills and attention to detail.
• Experience using Greater Giving, Greenvelope, or other similar digital event management tools.
• The ability to communicate effectively and respectfully with donors, Board members, volunteers, staff, and the general public.
• Ability to work both independently and collaboratively in a fast-paced environment.
• Detail-oriented with strong organizational and project management skills.
• Proficiency with word processing, presentation, spreadsheet, database, email, virtual meeting, and calendaring applications.
• Cultural humility and ability to work with people of all races, ages, genders, abilities, and economic backgrounds.
• High ethical standards and a commitment to the confidentiality of donor records.
• Passion for outdoor education, publishing, conservation, and environmental stewardship.
• Ability to pass a national criminal background and sex offender check. 

 Desired Qualifications

• A background in nonprofit event planning and/or fundraising event experience.
• Experience in managing auctions or fundraising activations in a nonprofit setting.
• Proficiency with Salesforce, Raiser’s Edge, or other similar CRM database.
• Experience using Greater Giving, Greenvelope, or other similar digital event management tools. 
• Demonstrate commitment to supporting The Mountaineers Strategic Plan to lead innovation in outdoor education, engage a vibrant community of outdoor enthusiasts, and advocate on behalf of the natural world.  

Cultivating an inclusive staff is central to The Mountaineers focus on advancing equity. Our core values are Adventure, Advocacy, Community, Education, and Volunteerism, and we believe a diverse and inclusive environment inspires unity, respect, and passion for our work and one another. We’re interested in hearing from people who can work with colleagues of varied experience and background. The Mountaineers is an equal-opportunity employer, and candidates from all backgrounds are considered, and as an organization that values equity and inclusion, we highly encourage people of color, women, LGBTQ+ individuals, and veterans to apply.

Work Environment 

This role is based in Seattle, WA, at The Mountaineers Program Center in Magnuson Park. Supporting a people-centric outdoor community, this position should prepare to have a regular presence in our Seattle-based program center, with opportunities to flex time in the office with a partial remote work schedule. The Mountaineers will provide a laptop computer for remote access. For remote work, The Community Engagement Coordinator is expected to have a suitable remote work environment, including broadband internet access, to accomplish their job duties.

Physical Demands

• Ability to work evening and weekend hours, as necessary.
• Must have regular and reliable transportation for local travel and willing to travel when necessary. Occasional local travel expected.
• On events days (to support setup to tear down):
• Ability to be active and mobile for 4 or more hours continuously.
• Ability to work greater than a 10-hour day.

 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position is for a full-time, non-exempt (overtime eligible) employee. Compensation range $25 - $26 per hour depending on experience. At a couple of peak times during the year, this position may need to exceed the 40 hour work week. In these instances the employee will be compensated in accordance with our overtime policy. 

Benefits include medical, dental, vision, life, and long-term disability insurance, and paid sick, vacation, and holiday time. 401(k) retirement plan available after three months. Additional benefits include:

• Free Mountaineers membership
• Opportunities to advance your outdoor skills with $1,000 toward Mountaineers courses each year
• Flexible working environment, with up to 40% remote work for most employees
• Two free tickets to many Mountaineers events
• Free copy of each newly published Mountaineers Books title
• Access to outdoor industry prodeals
• Discounted stays at our three ski-in, ski-out mountain lodges
• Four on-site climbing and bouldering walls
• Bring your dog to work days
• Free parking for your bike or car, and an office located right on a bus line, with alternative transportation reimbursement
• In-office shower for midday run, climbing session, or morning commute
• We offer a dog friendly environment. 

Preference will be given to applicants who submit on or before May 27, 2024. Applications will be reviewed the week of May 27. 

To apply, please submit cover letter (1 page max) and resume (2 page max) online at: 

https://survey.alchemer.com/s3/7835386/The-Mountaineers-Community-Events-Coordinator

We are unable to sponsor H1-B Visas at this time.

Disclaimer: The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or to be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.