About the role
The National Minority Quality Forum (NMQF) is a research and education organization based in Washington, D.C., working to advance health equity through community health education and engagement.
We are hiring a temporary Events Coordinator for the Lumbee Young Adult Health Education Workshop — a free community health event at the Lumbee Regional Development Association in Pembroke, NC on Monday, August 31, 2026, from 4:00 to 6:00 PM. The workshop is an interactive session for Lumbee young adults covering cancer, obesity, and mental health, with community speakers, resource tables, giveaways, and a catered meal. We expect approximately 50-70 participants.
This is an active build, not a final plan. The venue, date, format, and community partnership are locked. Speakers, catering, and resource tables are still being confirmed. You will be assembling the final pieces alongside our project lead during the week before the event, then running the event on-site. We need someone comfortable making calls, chasing confirmations, and closing details on a short deadline — not someone waiting for a finished run-of-show to execute.
We are looking for someone who already knows Robeson County: the caterers, the venues, the community organizations.
Scope of work
Speakers and program (support to our project lead)
- Maintain a live tracker of speaker outreach, responses, and confirmations
- Once speakers confirm, handle scheduling, topic and format confirmation, arrival logistics, and A/V needs
- Collect W-9s and stipend paperwork for confirmed speakers
- Build the run-of-show and keep it current as the lineup firms up
Catering
- Source and book a local caterer for a healthy menu appropriate to a late-afternoon program
- Confirm menu, headcount, pricing, delivery and setup window, and kitchen access with venue staff
Resource tables and vendors
- Follow up on pending invitations and confirm participation
- Confirm table count, arrival times, and setup needs
Registration and attendance
- Verify the registration list and conduct confirmation outreach
- Support local promotion by distributing materials to community partners
- Provide the project lead with a running registration count
Venue and materials
- Coordinate room setup, table count, signage, and load-in access with LRDA staff
- Procure giveaways, including a local vendor gift certificate, and set up a drawing ticket system
- Assemble check-in materials, signage, and printed program materials
Budget
- Maintain a budget tracker across speaker stipends, catering, giveaways, and supplies
- Keep receipts organized throughout
Monday, August 31 (approximately 1:00 PM to 7:30 PM, on-site)
- Lead setup and resource table placement
- Manage participant check-in and registration flow
- Keep the two-hour program on schedule; cue speakers and manage transitions
- Serve as point of contact for speakers, vendors, caterer, and venue staff
- Oversee giveaway drawings and distribution
- Manage breakdown and load-out
Within one week after the event
- Final expense reconciliation with receipts
- Brief written wrap summary including final attendance count
Required
- Currently living in Robeson County or within 30 minutes of Pembroke, NC
- Prior experience coordinating events, conferences, or community programs as the primary on-site point of contact
- Comfortable cold-calling and following up with speakers, vendors, and caterers on a deadline
- Comfortable tracking a budget in a spreadsheet and keeping receipts organized
- Reliable transportation and the ability to lift and move event materials up to 25 lbs
- Fully available the afternoon and evening of Monday, August 31, and available for coordination work the week prior
- Able to begin work by Wednesday, August 26
- Professional, clear communicator — you will be interfacing with clinicians, community organizations, and partner staff
Preferred
- Existing relationships with Robeson County caterers, vendors, venues, or community organizations
- Familiarity with the Lumbee community and the local health and social services landscape
- Experience with health-focused, nonprofit, or public health events
- Background in hospitality, catering, or venue operations
Compensation
$1,800 flat project fee for the full scope above — approximately 40 hours of work, listed at $45.00/hour for reference. Paid as a short-term independent contractor engagement. A signed W-9 is required before work begins.
Please note: payment is issued after the event and final expense reconciliation, and NMQF's vendor payment process typically takes 30 to 45 days from submission of the payment request. Please factor this timing into your decision to apply.
There may be an opportunity for additional work supporting an NMQF community health clinic in Robeson County later this fall.
To apply
Apply through Indeed with a resume containing a short summary of your relevant event experience. Please include:
- Your Robeson County connection — how long, and what part of the county
- Two or three events you have coordinated, and your specific role in each
- Confirmation that you are available the afternoon and evening of Monday, August 31
We are reviewing applications on a rolling basis and expect to make a decision by Tuesday, August 25. Given the timeline, please apply only if you are able to start immediately.
Pay: $45.00 per hour
Application Question(s):
- Are you available on-site in Pembroke, NC from 1:00 PM to 7:30 PM on Monday, August 31, 2026? (Yes/No)
- Do you currently live in Robeson County or within 30 minutes of Pembroke, NC? (Yes/No)
- Can you begin work by Wednesday, August 26? (Yes/No)
- Do you have reliable transportation and the ability to lift up to 25 lbs? (Yes/No)
- This is a flat-fee independent contractor engagement requiring a signed W-9. Are you able to work on that basis? (Yes/No)
- How many events have you coordinated where you were the primary on-site point of contact?
- Have you booked catering for an event of 50 or more people? If so, briefly describe.
- In the unlikely event this workshop is rescheduled, would you be available on a Monday afternoon in mid-to-late September? (Yes/No)
Work Location: Hybrid remote in Pembroke, NC 28372
