Events Coordinator (Part-Time)

Description

PART-TIME EVENTS COORDINATOR

Creating mission-centered experiences through thoughtful planning, hospitality, and service

Reports to

Advancement Director

Status

Part-time; .5 FTE

Schedule

Approx. 20 hours/week; year-round

Classification

Non-exempt; not benefit eligible

Availability

Regularly scheduled onsite position with some required evenings and weekends

Start date

September 2026

Position Overview

At Legacy Christian Academy, events are more than dates on a calendar. They are meaningful opportunities to welcome families, strengthen relationships, express gratitude, celebrate God’s faithfulness, and invite others more deeply into Legacy’s mission.

The Part-Time Events Coordinator helps create experiences in which people feel known, valued, and connected. Through thoughtful planning, Christ-centered hospitality, and excellent execution, this position leads the logistics for Legacy’s all-community, donor, and advancement events—from initial planning through post-event follow-up.

The Events Coordinator works closely with the Advancement Director, Annual Giving and Advancement Operations Manager, Marketing and Communications team, graphic designer, school leaders, vendors, and volunteers to transform event goals into organized, memorable experiences that reflect the heart of Legacy.

Primary Responsibilities

Event Planning and Execution

• Translate each event’s approved purpose, audience, desired outcomes, and budget into a clear plan, timeline, and assignment of responsibilities.
• Coordinate event logistics, including venues, room layouts, catering, rentals, décor, technology, parking, security, custodial support, accessibility, transportation, and contingency plans, as applicable.
• Lead event setup, on-site execution, teardown, and restoration of spaces; serve as the primary logistics lead for assigned events.
• Maintain event calendars, checklists, vendor information, templates, inventories, and post-event notes so effective systems can be repeated and improved.
• Manage approved event budgets, track expenses, obtain required approvals, reconcile invoices, and steward Legacy’s resources responsibly.

Guest Experience, Hospitality, and Volunteers

• Create a welcoming and organized guest experience that helps attendees feel known, valued, and connected to Legacy’s mission.
• Coordinate registration, check-in, name tags, seating, wayfinding, hospitality, special accommodations, and guest-facing materials.
• Recruit, schedule, prepare, and support volunteers by providing clear assignments, expectations, and day-of instructions.
• Coordinate appropriate recognition, gifts, signage, sponsor benefits, and donor or  hospitality in partnership with the Advancement team.

Collaboration and Communication

• Partner with the Advancement Director, who establishes event purpose, audience, desired outcomes, key relationships, fundraising direction, and final priorities.
• Collaborate with the Annual Giving and Advancement Operations Manager on invitations, registration data, donor lists, sponsorship fulfillment, attendance tracking, fundraising systems, gift follow-up, and post-event stewardship.
• Work with Marketing and Communications on event promotion, communication plans, storytelling, photography and video needs, and brand consistency. Marketing and Communications retains ownership of public messaging, brand direction, and promotional strategy.
• Submit timely and complete creative requests to the graphic designer and coordinate the production of invitations, programs, signage, presentation slides, name tags, and other event materials.
• Coordinate with school departments, facilities, technology, food service, security, and administrative leaders to clarify responsibilities and prevent scheduling or resource conflicts.
• Prepare clear operational communications, including confirmations, reminders, volunteer instructions, vendor information, and internal event briefs.
• Represent Legacy with warmth, professionalism, confidentiality, and radical servanthood in every interaction with families, donors, sponsors, vendors, volunteers, and colleagues.

Event Follow-Through and Improvement

• Manage guest-facing registration and check-in for assigned events while partnering with the appropriate department leader to protect source data, maintain accurate records, and complete necessary follow-up.
• Conduct timely event debriefs, document lessons learned, evaluate results against established goals, and recommend improvements.
• Help build repeatable systems that strengthen event quality, consistency, and efficiency over time.

Event Portfolio and Ownership

Event assignments are reviewed annually based on institutional priorities. The Events Coordinator owns approved event plans and logistics. Sponsoring leaders retain responsibility for event purpose, program content, key messaging, fundraising direction, and desired outcomes unless otherwise assigned.

Primary-Lead Events

• Celebrate Legacy Gala
• Scramble for Students / Legacy Golf Tournament
• School Open Houses
• First Day of School celebrations—Day One
• ROAR Days and the Legacy Mane Event
• Grandparent & Special Guest Day
• Homecoming
• Business Sponsorship Promo Nights
• Campaign receptions, dedications, groundbreakings, and ribbon-cutting celebrations
• Other events assigned by the Advancement Director

For Business Sponsorship Promo Nights, the Events Coordinator leads scheduling, sponsor instructions, approved benefit fulfillment, recognition, signage, hospitality, setup, and on-site execution.

What Success Looks Like

• Assigned events are thoughtfully planned, completed on time, delivered within approved budgets, and executed with clear ownership and minimal last-minute disruption.
• Guests feel welcomed, valued, and meaningfully connected to Legacy.
• Volunteers, vendors, and internal partners receive clear communication, thoughtful support, and excellent follow-through.
• Event records, attendance information, invoices, volunteer appreciation, and debrief notes are accurate and completed promptly.
• Advancement events strengthen relationships, communicate Legacy’s mission, honor generosity, and create meaningful opportunities for continued engagement.
• Lessons learned and reusable systems make each event—and the overall event program—stronger over time.

Required Qualifications

• A vibrant and growing personal relationship with Jesus Christ and wholehearted agreement with Legacy Christian Academy’s Statement of Faith, Social Stances, mission, core values, and Profile of a Legacy Employee.
• Christ-centered character marked by integrity, humility, discretion, dependability, and a servant-hearted approach to hospitality.
• Strong event-planning, organizational, project-management, and problem-solving skills, with excellent attention to detail and follow-through.
• Ability to manage multiple priorities, anticipate needs, adapt calmly when plans change, and make sound decisions during events.
• Clear written, verbal, and interpersonal communication skills, with the ability to work effectively with donors, families, staff, volunteers, students, vendors, and community partners.
• Proficiency with Google Workspace and comfort learning registration, project-management, creative-request, and event technology platforms.
• Availability to work required evenings, early mornings, and weekends surrounding major events.
• Ability to perform event-related physical responsibilities, including extended standing and moving event supplies, with reasonable accommodation as applicable.

Preferred Qualifications

• Two or more years of experience coordinating events, hospitality, nonprofit or school programs, advancement events, volunteer teams, or comparable projects.
• Experience with fundraising events, donor stewardship, sponsorship fulfillment, vendor management, budgeting, registration, or event production.
• An associate’s or bachelor’s degree in event management, hospitality, communications, marketing, nonprofit management, business, or a related field—or an equivalent combination of education and relevant experience.
• Familiarity with FundEasy, Monday.com, or similar registration, CRM, and project-management platforms.

Who Thrives in This Role?

You may be an excellent fit if you see hospitality as ministry, enjoy turning vision into an organized plan, and take satisfaction in bringing many details together to create a meaningful experience.

You notice what others may overlook, communicate clearly, remain steady when plans change, and find joy in serving behind the scenes so others can experience welcome, belonging, gratitude, and celebration.

Why Join Legacy?

Legacy Christian Academy is a PreK–12 Christian school where students are known, discipled, and prepared. Our employees share a commitment to prayer, biblical worldview development, meaningful relationships, excellent work, and service to others.

In this role, your gifts in planning, hospitality, and execution will help families and friends experience the heart of Legacy. You will have the opportunity to create meaningful moments, strengthen relationships, celebrate God’s faithfulness, and contribute to Kingdom work that shapes students for generations to come.