Events Coordinator

General Statement of Duties: The Events Coordinator is responsible for leading and supporting both onsite and off-site events for Arizona Animal Welfare League (AAWL). This role focuses on event execution, logistics, volunteer coordination, vendor support, and day of event operations with oversight from the Volunteer & Events Manager. The Events Coordinator supports a wide range of activities including Group Experiences, offsite adoption and community events, Fundraising events, tabling opportunities, and internal culture-building events. Responsibilities include coordinating vendors and partners, recruiting and communicating with volunteers, preparing event materials, managing logistics, and assisting with post-event evaluation and reporting. This position also supports the management of community event supplies and in-kind donations stored in the AAWL warehouse.

Received: This position reports directly to the Volunteer & Events Manager, as is part of the Community Engagement Department.

Exercised: This position provides guidance to volunteers during events but does not supervise paid staff.

Responsibilities

General Duties:

Coordinate with Volunteer Coordinator to ensure event-related volunteer roles are filled and communicate expectations, schedules, and event details prior to events.

Participate in weekly meetings and/or submit weekly activity updates, depending on event schedule and department needs.

Collaborate with Marketing Team to submit event marketing, signage, and promotional requests in accordance with timelines.

Track event participation, supplies and outcomes and assist with post-event reporting as needed.

Respond to and help coordinate incoming event requests, including scheduling, internal communication and logistics

Ensure events align with departmental priorities and operational capacity, escalating decisions as needed.

Onsite Events: Group Experiences

Coordinate and host onsite group experiences including scheduling, staff communication, preparation and day-of facilitation.

Develop relationships with vendors, companies, and volunteers by periodically contacting and/or meeting with them to assess their willingness to support AAWL events through in-kind physical donations.

Serve as primary contact during group visits, ensuring a positive and organized experience.

Assist with scheduling and hosting onsite tours as needed.

Staff & Volunteer Culture Support:

Lead staff P4 committee, including scheduling meetings, preparing agendas, assigning tasks and assisting with staff and volunteer appreciation events.

Ensure culture-building activities align with organizational values and goals.

Offsite Events:

Coordinate offsite events (ex. Vaccine Clinics, Bark Breaks, Adoption Events), including data tracking, supply preparation, volunteer coordination, and staffing events.

Proactively contact (via phone and email) companies and organizations to obtain auction items and donations for several large events per year.

Work collaboratively with Adoptions/Behavior Department to pick and prep appropriate adoptable animals for events as well as organize, load, and prep all event items.

Assist with loading, transporting and setting up event supplies and materials.

Support execution of large-scale fundraising and community events, including Walk to Save Animals and other fundraising events hosted by AAWL Events department

Coordinate event flow, volunteer roles, and partner/vendor support during events.

Assist with sponsor and vendor tracking, contracts and communications under the direction of the Volunteer & Events Manager.

Participate in event planning meetings and assist with follow-up tasks.

Warehouse & Inventory Management:

Coordinate in-kind donations for events, including auction items and supplies

Assist with sorting, distributing and tracking donated items

Serve as a point of contact for businesses interested in donating event-related items

Maintain organization of the event trailer and workroom inventory.

Coordinate food and supply delivery to the Warehouse, as well as pick-ups with community partners.

Support Pet Food Pantry events by assisting with preparation and distribution in coordination with other departments.

Create and track outgoing in-kind donations through data entry.

Qualifications

No degree required.

Minimum of one (1) year of customer service and six (6) months of event-planning/coordination or related experience.

Strong organizational, communication and time-management skills.

Ability to work evenings and weekends as required by event schedule

Ability to work independently on assigned tasks while collaborating with cross-departmental teams.

Ability to communicate effectively with diverse populations, including staff, volunteers, partners and the public.

Ability to lift and move event materials during setup and breakdown

To Apply for This Position

Please submit a resume, cover letter and three professional references including their email, phone and relationship to [email protected] and in your subject line please reference “Events Coordinator” in your email. No phone calls or walk-ins, please.

Employment Details

Pay range is $19.86 to $21.30 per hour.

Generous PTO, sick leave, and 12 paid holidays annually.

100% employer-paid medical and life insurance; dental, vision, and supplemental options available.

Employer-supported professional development.

Employee Assistance Program (EAP).