Event CoordinatorParks Alliance of Louisville • Louisville, Kentucky, United States
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Event Coordinator
Parks Alliance of Louisville
- Louisville, Kentucky, United States
- Louisville, Kentucky, United States
About
Part Time Classification:
Exempt The Parks Alliance of Louisville is a nonprofit supporting more than 100 of our Louisville Metro public parks. Our mission is to drive equitable investment in our public parks to improve the health and wellbeing of our entire community. We advocate for equitable investment in our park system, educate community leaders on the proven social, economic, health, and environmental benefits of parks, and raise capital to invest in neglected parks in under-resourced communities. Summary: The Event Coordinator supports the planning, coordination, and execution of Parks Alliance of Louisville events, park reservations, and community programming—primarily at Alberta O. Jones Park and across PAL initiatives. This role is ideal for someone who is highly organized, proactive, community-minded, and able to manage multiple moving pieces in a fast-paced environment. The Event Coordinator plays a key role in ensuring events and reservations are well organized, communicated clearly, and successfully executed from inquiry through completion. The position supports both internal PAL programming and external community events while assisting with vendor coordination, permitting processes, scheduling systems, and on-site event operations. The Event Coordinator will also assist with operational support for PAL’s signature fundraiser, the Jack O’Lantern Spectacular. Organizational Duties and Responsibilities: Event Coordination & Reservations Coordinate park reservations and event logistics from initial inquiry through event completion. Manage reservation requests and event communication through HubSpot and other internal systems. Assist with both PAL-hosted events and community/private park reservations. Ensure event details, timelines, layouts, and logistics are organized and communicated in advance. Coordinate event setup needs including tables, chairs, utilities, signage, materials, and site readiness. Assist with event invoicing, documentation, and reservation tracking. Event Systems & Administrative Support Maintain accurate and up-to-date event information across organizational systems including Airtable and Google Calendar. Send calendar invites, event reminders, and internal communications to ensure staff preparedness. Support tracking of event documentation, permits, vendor information, and operational checklists. Assist with maintaining organized records related to reservations, vendors, and event logistics. Community & Vendor Coordination Communicate professionally with community partners, vendors, sponsors, Louisville Metro departments, and park users. Assist the Director of Operations with event permitting coordination and required documentation. Help ensure compliance with organizational policies, park regulations, and operational procedures. Event Operations Support Support on-site execution of events, including evenings and weekends as needed. Assist with setup, breakdown, guest support, volunteer coordination, and operational troubleshooting during events. Assist with operational support for the Jack O’Lantern Spectacular including guest services, merchandise operations, and event logistics. Perform other duties as assigned in support of the Parks Alliance mission. Qualifications: The requirements listed below are representative of the knowledge, skill and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Strong verbal and written communication skills. Excellent organizational skills with the ability to manage multiple tasks, timelines, and event details simultaneously. Friendly and professional interpersonal skills with the ability to work effectively with staff, vendors, volunteers, community partners, and event attendees. Ability to work both independently and collaboratively as part of a team. Comfortable using Microsoft Office Suite, Google Workspace, and basic event management or scheduling tools. Ability to adapt in a fast-paced environment and respond calmly to changing event needs and priorities. High attention to detail and strong follow-through on assigned tasks and deadlines. Willingness to work a flexible schedule, including evenings, weekends, and occasional holidays based on event needs. Experience supporting events, customer service, hospitality, nonprofit programs, or community engagement preferred. Experience with HubSpot or comparable CRM, ticketing, volunteer, or event registration platforms preferred. Ability to assist with physical event setup and breakdown, including lifting supplies, moving materials, and working outdoors for extended periods when needed. Supervisory Responsibilities: None Education and/or Experience: Associate’s degree, Bachelor’s degree, or equivalent professional experience preferred. 1–3 years of experience in event coordination, nonprofit operations, hospitality, customer service, administrative support, or related work environments preferred. Language Skills: Ability to read, write, and converse in English.
Ability to speak knowledgeably with donors, board members, community leaders.
Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to effectively present information in one-on-one, small, and large group situations to board of directors. Certificates, Licenses, Registrations: Must have current driver's license and insurable driving record. Physical Demands: The physical demands described here are representative of those that must be met by any team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the team member is frequently required to stand, walk, sit, use hands to finger, handle, or feel, and reach with hands and arms, climb, or balance, and talk or hear.
The team member is occasionally required to stoop, kneel, crouch, or crawl.
The team member must occasionally lift and/or move up to 25 pounds. Work Environment: Must be willing to work evenings, holidays, or on weekends as requested for special events.Must be able to work the required hours to accomplish tasks and meet deadlines.
The work environment characteristics described here are representative of those any team member encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Behavioral Expectations: Embraces the Parks Alliance of Louisville Values: Have integrity- demonstrates sound moral and ethical principles at work. Be accountable- Takes personal responsibility and accountability for one’s role and actions. Be accessible- being able to be reached and/or available to assist others. Be collaborative- Prioritizes team over self; is a consistent ambassador of the Parks Alliance of Louisville both inside and out of the office. Deliver quality & excellence- Demonstrates courage, innovation, and resiliency by embracing change and encouraging and acting on new ideas. Assists or takes on new tasks to help Parks Alliance of Louisville achieve its mission. Maintains confidentiality regarding personnel and organizational information. Adheres to and always models the Parks Alliance of Louisville Code of Ethics. What We Offer: Flexible hybrid work schedule Competitive wages 100% Employer paid health coverage options for employees (Includes medical PPO plan, dental, and vision) 100% Employer paid Basic Term Life and AD&D Unlimited Paid time off; observance of federal holidays in addition to the office being closed from Christmas Eve through New Year’s Day Schedule & Compensation: 20–25 hours per week (negotiable) $25,000–$27,000 annual salary (based on experience) Full benefits , including PAL-covered health insurance 401(k) eligibility after 6 months Opportunity for this role to
grow into full-time
based on organizational needs and individual performance
Languages
- English
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