Title: Event Coordinator
Position Summary: The Event Coordinator is a key member of the Diocese of Charleston responsible for the comprehensive planning, coordination, and execution of diocesan-wide events, including convocations for priests, retreats, Presbyteral Council meetings, and stewardship-related events. This role requires advanced organizational skills, leadership ability, and effective volunteer and project management to support the mission within the Catholic community throughout the diocese.
The Event Coordinator will collaborate closely with clergy, diocesan leadership, volunteers, and external vendors to ensure successful, well-run events that foster community engagement, spiritual growth, and stewardship. This position also carries managerial responsibilities in overseeing event volunteers, budgeting, and strategic planning for events that enhance the diocese’s mission and visibility.
Classification: Exempt (full time)
Reports To: Director for Stewardship and Mission Advancement
Essential Job Functions
Event Planning and Execution
- Lead end-to-end management for diocesan convocations of priests, retreats, Presbyteral Council meetings, stewardship events, and other special events as assigned.
- Plan event logistics including venue selection, contract negotiation, catering, audiovisual needs, transportation, accommodations for overnight events, and on-site event coordination.
- Develop detailed event timelines and checklists to ensure deadlines and milestones are met.
- Manage event registration systems and processes, including in-person, online, and phone registrations.
- Ensure smooth and professional communication with attendees, clergy, volunteers, staff, and vendors before, during, and after events.
Stewardship Event Leadership and Development
- Lead the strategic planning, promotion, and execution of stewardship events designed to engage parish communities and supporters in the mission of the diocese.
- Oversee fundraising activities integral to stewardship events, ensuring alignment with diocesan policies and promoting best practices in donor relations.
- Build and maintain strong relationships with parish leadership and key stakeholders to support event attendance and participation in stewardship initiatives.
- Prepare and manage budgets for stewardship and other special events, including tracking income, expenses, and reporting results to diocesan leadership.
- Design and implement creative and mission-focused stewardship experiences by identifying unique venues, themes, and engagement opportunities that foster meaningful relationships with donors, parishioners, and supporters of the Diocese.
- Develop memorable donor appreciation and fundraising events that move beyond traditional reception formats and incorporate innovative programming, storytelling, and experiences that strengthen participants’ connection to the mission of the Diocese.
- Coordinate all aspects of liturgical celebrations associated with stewardship and donor appreciation events, including planning Masses and other prayer services in collaboration with parish staff, the Bishop’s Master of Ceremonies, and diocesan leadership.
- Collaborate with diocesan leadership to identify opportunities for new stewardship events and experiences that enhance donor cultivation, recognition, and long-term engagement.
Volunteer Management
- Recruit, train, schedule, and supervise event volunteers, ensuring their effective engagement and seamless integration into event operations.
- Delegate tasks appropriately and monitor volunteer performance and satisfaction.
- Collaborate with diocesan staff and department leads to coordinate cross-functional event efforts, fostering teamwork across ministries.
- Serve as a liaison to external vendors and contracted service providers, ensuring contractual obligations are met and services align with diocesan standards.
Communication and Coordination
- Prepare and distribute event communications, including invitations, programs, signage, and post-event evaluations.
- Manage correspondence related to event planning and responses, maintaining a high level of professionalism with all contacts.
- Facilitate meetings related to event planning and stewardship efforts, including preparing agendas and documenting outcomes.
Reporting and Documentation
- Maintain accurate and up-to-date records of all events, including budgets, contracts, participant lists, volunteer hours, and evaluation feedback.
- Provide comprehensive reports on event outcomes, financials, and recommendations for improvements to diocesan leadership.
- Ensure all events comply with diocesan policies, insurance requirements, and applicable legal regulations.
Required Skills and Qualifications
- Bachelor’s degree preferred or equivalent experience in event management, nonprofit administration, or related field.
- Minimum of 3-5 years of professional event coordination experience, preferably within a faith-based or nonprofit organization.
- Proven experience managing large-scale events, fundraising campaigns, and volunteer coordination.
- Working knowledge of Catholic liturgical practices and the planning and coordination of Masses and other ecclesial celebrations preferred, including familiarity with the roles of liturgical ministers and ceremony protocols.
- Strong leadership and supervisory skills with the ability to motivate and manage diverse teams of volunteers.
- Excellent organizational skills with strong attention to detail and ability to manage multiple priorities under deadlines.
- Superior verbal and written communication skills, with demonstrated ability to interface professionally with clergy, staff, parishioners, and vendors.
- Proficient in Microsoft Office Suite (Word, Outlook, Excel) and comfortable utilizing event management software, registration platforms, and donor management databases, including experience with Blackbaud Raiser’s Edge or similar systems preferred.
- Ability to problem-solve, exercise sound judgment, and remain calm under pressure.
- Valid driver’s license and ability to travel as necessary within the diocese.
- Practicing Catholic in good standing preferred.
Working Conditions & Physical Requirements
- Ability to operate standard office equipment, including computers, copiers, telephones, and audiovisual equipment.
- Frequent standing, walking, sitting, talking, hearing, stooping, kneeling, crouching, and reaching above shoulders during event setups and breakdowns.
- Ability to lift and move materials weighing up to 50 pounds to transport files, decorations, or event supplies.
- Must be adaptable to working occasional evenings and weekends depending on the event schedule.
Interested and qualified candidates please send a cover letter, resume/ cv and 4 professional references to [email protected]
Work Authorization:
Applicants must be legally authorized to work in the United States at the time of hire. The Diocese of Charleston does not provide visa sponsorship. Successful candidates will be required to complete Form I-9 and present acceptable documentation verifying identity and employment authorization.
